School Registrar

Sylvania; Northern (KY); Hybrid; USD 32,000 - 45,000; Full time

Job summary

Sylvania is seeking a School Registrar to manage student records, enrollment, and attendance, ensuring accurate data reporting and compliance with district and state requirements. The role serves as a primary contact for students, families, staff, and external agencies.

The Registrar will support daily office operations, coordinate enrollment processes, and assist with scheduling and reporting tasks while upholding confidentiality and data integrity.

Qualifications

• High school diploma or GED required.
• 1–2 years clerical experience in an educational setting with data entry responsibilities desired.
• Proficiency with student information systems (e.g., PowerSchool) preferred.
• Strong organizational, communication, and multitasking skills.
• Knowledge of state and district reporting requirements preferred.

Responsibilities

• Maintain accurate student records and attendance data.
• Oversee enrollment and withdrawal processes with reporting requirements.
• Monitor daily attendance and record absences, tardies, and check-outs.
• Communicate with parents/guardians regarding attendance and absences.
• Prepare and submit attendance and enrollment reports to administrators and agencies.
• Support counselors and administrators with academic records and graduation verification.

Skills

Clerical experience

Data entry

Communication

Multitasking

Education

High school diploma or GED

Tools

PowerSchool

Databases

Word processing software

Job description

Job Title: School Registrar

Reports To: Principal

General Description

Under the direction of the building administrator, the School Registrar / Attendance Clerk manages student records, enrollment, and attendance processes while supporting the daily operations of the school office. This position ensures accurate data reporting, maintains compliance with district and state requirements, and serves as a primary point of contact for students, families, staff, and external agencies.

Essential Duties and Responsibilities

• Maintain accurate and complete student records, including transcripts, registration documents, schedules, grades, immunization records, and attendance data.
• Manage student enrollment and withdrawal processes, including verification of entry/exit dates and required reporting (e.g., 20-day and state reports).
• Monitor daily student attendance, record absences, tardies, and check-outs in the student information system, and research discrepancies.
• Communicate with parents/guardians regarding attendance, absences, and tardies via phone, email, and written correspondence.
• Compile and submit attendance and enrollment reports to administrators, district, state, and external agencies (including tribal governments, when applicable).
• Prepare, process, and distribute report cards, transcripts, diplomas, and commencement lists.
• Process requests for student records from colleges, universities, school districts, and other authorized entities.
• Support counselors and administrators with academic records, graduation verification, and student evaluations.
• Assist with registration data entry and student transitions.
• Check students in and out following proper procedures.
• Provide general office support, including reception, answering phones, message distribution, filing, copying, and correspondence.
• Assist with scheduling meetings (e.g., IEP meetings) and notifying participants as needed.
• Coordinate or assist with school events and activities (e.g., scholarship assemblies, open houses, fundraisers).
• Maintain confidentiality of all student and staff information.
• Provide customer service support, including addressing and de-escalating parent/student concerns.
• Work independently, prioritize tasks effectively, and meet deadlines with minimal supervision.
• Follow district policies, procedures, and professional standards.
• Perform other duties as assigned by the principal.

Additional/Marginal Duties

• Coordinate safety drills (fire, lockdown, evacuation).
• Maintain student eligibility records (e.g., athletics, zone exemptions).
• Prepare progress reports and eligibility reports.
• Manage student fines and coordinate with bookkeeping staff, including data entry and receipts.
• Assist with end-of-year processes, including fines and reporting.
• Provide clerical support to counseling staff, including correspondence and scholarship documentation.
• Assist with lunch counts, staff attendance tracking, and other school operational records

Supervisory Responsibilities

None

Qualifications

• High school diploma or GED required.
• 1–2 years of clerical experience, preferably in an educational setting with data entry responsibilities.
• Proficiency in computer systems, databases, and word processing software.
• Knowledge of student information systems (e.g., PowerSchool) preferred.
• Strong organizational, communication, and multitasking skills.
• Familiarity with state and district reporting requirements preferred.
• Valid driver’s license and insurance (if travel between sites is required).

Physical Requirements

• Ability to sit, stand, walk, climb stairs, and lift/carry up to 40–50 pounds.
• Manual dexterity for operating office equipment.
• Occasional movement of light furniture, with reasonable accommodations as applicable.

Work Environment

• School office setting with frequent interruptions and moderate noise levels.
• Requires flexibility, patience, and the ability to manage multiple priorities.
• Occasional after-hours work and stressful situations may occur.

Safety and Health

• Knowledge of universal hygiene precautions (e.g., bloodborne pathogens, bodily fluids).

Equipment Used

• Standard office and multimedia equipment; willingness to learn new technologies required.

Terms of Employment

Salary and work year to be established by the Board.