Registrar - Elementary

Bethel School District 403; Frederickson (WA); On-site; USD 29,000 - 41,000; Full time

Job summary

Bethel School District 403 is seeking a school registrar/records clerk to manage student enrollment, withdrawal and transfer processes. You will maintain student cumulative records, enter schedules and generate monthly enrollment reports using the SIS system.

Responsibilities include processing records requests, updating demographic information, and supporting administrators with data as needed. Attention to confidentiality and accuracy is essential in this role.

Qualifications

• Two years of office experience involving maintenance of computerized records.
• Completion of the Microsoft Office course with proficiency in Word, Excel and Mail Merge.
• Experience working with student records preferred.
• Ability to maintain strict confidentiality.
• Knowledge of student scheduling and district enrollment procedures.

Responsibilities

• Provides a variety of registration assistance to students and parents; promotes positive public relations for the school and the district.
• Enrolls new students; request all records from previous schools; reviews academic history; enters student information into SIS; may maintain waiting lists.
• Withdraws students that leave the district or transfer within; send student reports upon request; updates or approves modifications to demographic information.
• Maintains students' cumulative records in compliance with State Retention Guidelines.
• Maintains the school's scheduling information; processes schedule changes; generates computer reports.
• Generate SIS monthly counts and supporting documentation including class lists.

Skills

Data entry

Confidentiality

Scheduling knowledge

Customer service

Education

Microsoft Office course (Word, Excel, Mail Merge)

Tools

Word

Excel

Mail Merge

Job description

THIS POSITION IS FOR 7 HOURS PER DAY FOR 178 DAYS PER YEAR AND 3.5 HOURS FOR 8 DAYS. PAY FOR POSITION: PSE Salary Schedule Level 5 - $25.40 This position's responsibilities are to enroll, withdraw and transfer students. Responsibilities include maintaining student cumulative records and entering schedules, processing data for monthly enrollment counts, and providing reports as needed.

ESSENTIAL FUNCTIONS

1. Provides a variety of registration assistance to students and parents; promotes positive public relations for the school and the district.
2. Enrolls new students; request all records from previous schools; reviews academic history; enters student information into Student Information System. May maintain current student waiting lists. Provides parent/guardians with username/passwords to access the family portal.
3. Withdraws students that leave the district or transfer within. Send student reports upon request. Updates or approves pseudo notifications to change basic student demographic information.
4. Maintains students' cumulative records in compliance with State Retention Guidelines.
5. Maintains the school's scheduling information; processes schedule changes; maintains files and modifies as changes are needed. May be required to generate computer reports.
6. Performs record keeping, and other clerical functions to support administrators and/or staff.
7. Generate SIS monthly counts and supporting documentation including class lists.
8. May provide other agencies with student information, such as Child Protective Services (CPS), student records, as appropriate

OTHER FUNCTIONS

1. Distributes forms and correspondence as needed for records maintenance.
2. Answers phones and greets visitors; may provide a variety of office support to administrators; distributes materials; maintains cumulative files and records.
3. Performs a variety of backup and peak load assistance in the school office. Supports assigned administrators and/or staff for the purpose of assisting them in the completion of their work activities.
4. May serve on various district committees and/or departmental work teams.
5. Models appropriate and cooperative behavior, including protecting confidential information, following established district procedures, and is in compliance with district ethical guidelines.
6. Performs related duties consistent with the scope and intent of the position.
7. Attends suggested job related workshops/trainings/certification course to maintain a level of proficiency necessary to perform job.

REPORTING RELATIONSHIPS

This position reports to school principal or assistant principal as assigned; receives guidance from the school secretary and the Student Records department.

MENTAL DEMANDS

Experiences frequent interruptions; may occasionally deal with distraught or difficult individuals.

PHYSICAL DEMANDS

Requires visual concentration; exposed to visual display terminal for prolonged periods; potentially exposed to ordinary infectious diseases carried by students; required to sit for prolonged periods and occasional lifting boxes of files.

MINIMUM QUALIFICATIONS

Education and Experience

Education, training, skills, and experience necessary to carry out the assignment, including two (2) years of office experience, involving maintenance of computerized records. Completion of the Microsoft Office course with proficiency in Word, Excel and Mail Merge. Experience working with student records preferred.

Allowable Substitutions

Advanced training in secretarial or business procedures may substitute for up to one (1) year of the required experience on a year-for-year basis; and, such other alternatives to the above qualifications that the district may find appropriate and acceptable.

Required Knowledge, Skills and Abilities

Skills in effective oral and written communications. Keyboarding and data entry skills. Skill in operating a variety of office machines. Skill in creating and maintaining accurate and detailed records records.

Knowledge of student scheduling and district enrollment procedures. Knowledge of correct grammar, spelling and English usage. Ability to maintain strict confidentiality.

Ability to operate a computer and learn the use of specific software programs. Ability to set priorities and meet deadlines. Ability to work under pressure. Ability to work with interruptions. Ability to review academic history. Ability to coordinate schedules. Ability to establish and maintain effective working relationships with staff, students, parents and the public. Ability to maintain strict confidentiality.

Licenses/Special Requirements

Requires fingerprinting and background check to determine that there have been no convictions involving physical molestation, abuse, injury or neglect of a minor. Must complete training in and adhere to district infection control plan.

PSE UNIT AFFILIATION

Secretarial/Clerical

WAGES AND BENEFITS

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• Salaries/Wages
• Insurance
• Retirement Plans
• Paid Time Off or Vacation
• Paid Holidays
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Non-Discrimination Policy

Bethel School District does not discriminate in any programs or activities on the basis of sex, race, ethnicity, color, religion, creed, national origin, sexual orientation, gender identity, gender expression, homelessness, immigration or citizenship status, disability, neurodivergence, the use of a trained dog guide or service animal, age, and honorably discharged veteran or military status and provides equal access to the Boy Scouts and other designated youth groups. The following employees have been designated to handle questions and complaints of alleged discrimination: Civil Rights Compliance / Gender‑Inclusive Schools Coordinator, Darius Alexander, [e-mail], 253.800.2019; Title IX Coordinator, Mel Boyd, [e-mail], 253.800.2029; and 504 Coordinator, Melissa Munson‑Merritt, [e-mail], 253.800.2301. All individuals may be reached at this address: 516 176th Street East, Spanaway, WA 98387. Title IX inquiries may also be directed toward the U.S. Department of Education, Office for Civil Rights (OCR). Information about the nondiscrimination and sex‑based discrimination policies and grievance procedures, and how to report a concern or complaint: bethelsd.org.