Middle School Registrar

West Ada School District•STAR, ID

2d•Onsite

About The Position

Responsible for managing and maintaining accurate middle school student records within the West Ada School District’s Student Information Systems, ensuring data integrity and compliance with district and state regulations; performs related administrative and clerical tasks as needed. The primary role of the registrar is to manage and maintain student records for all current and former students using the District’s Student Information Systems. It requires strong organizational and multitasking skills, along with excellent verbal and written communication. The position demands precision in data entry and keen attention to detail, as well as customer service and interpersonal abilities for effective public interaction. Time management and the ability to prioritize tasks are essential, as are teamwork and supervisory capabilities to support staff. Additionally, adaptability to quickly learn district-specific systems and procedures, combined with problem-solving skills and initiative, are vital to successfully handling daily office challenges. This work is performed under the supervision of the building principal or designee.

Requirements

High school diploma or GED equivalency
Some general office experience
Proficient in Microsoft Office Suite (Word, Excel, Outlook, OneNote, SharePoint)
Strong keyboarding skills
Experienced in using Microsoft Teams for collaboration, virtual meetings, and document sharing.
Ability to quickly learn and adapt to district-specific software and technology platforms
Skilled in navigating online portals, managing shared documents, and troubleshooting basic computer issues.
Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits the employee to discern verbal instructions and communicate effectively on the telephone and in person.
Sufficient vision or other powers of observation, with or without reasonable accommodation, which permits the employee to comprehend written work instructions and review and prepare documents and file them in a prescribed order, and organize documents and materials.
Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate a personal computer and other office equipment.
Sufficient personal mobility, agility, strength and physical reflexes, with or without reasonable accommodation, which permits the employee to work at a keyboard for an extended period, move up to 20 pounds and work in an office environment.

Nice To Haves

Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work.

Responsibilities

Manage and maintain student records for all current and former students using the District’s Student Information Systems.
Coordinate student enrollment, transfers, and withdrawals; transcript management; and perform other registrar-related duties.
Verify Open Enrollment applications for both in-district and out-of-district transfer requests.
Review and validate enrollment documents, including proof of address, birth certificates, immunization records, legal documents, and special program eligibility when applicable.
Provide enrollment verification to authorized external agencies.
Prepare and maintain students’ cumulative file.
Ensure accurate and complete student records, files, and grades in compliance with district policies and state requirements, facilitating timely data submission for reporting.
Enter, update, and manage student data in district databases and student information systems.
Supervise and train student workers.
Assist administrative staff and counselors with the master scheduling process.
Provides nursing support when needed, assisting with health-related tasks.
Ensure compliance with school policies, district guidelines, and federal regulations, including maintaining strict confidentiality of student information in accordance with FERPA.
Perform general office tasks such as data entry, filing, copying, scanning, and maintaining electronic and paper records with accuracy and attention to detail.
Provide clerical and office support to counseling staff, office personnel, and other school staff as assigned, including managing written communications, phone calls, and in-person inquiries.
Respond professionally and promptly to inquiries from parents, students, staff, and external agencies.
Cross train in various administrative support functions alongside building office staff.