School Registrar / Records

River City Science Academy Southeast; Jacksonville (FL); On-site; USD 42,000 - 64,000; Full time

Job summary

River City Science Academy Southeast is seeking a CRT/Registrar to manage student records, enrollment, and data reporting in compliance with district and FLDOE guidelines. The role emphasizes accuracy, confidentiality, and collaboration with staff and families.

The CRT/Registrar will oversee CUM files, data verification, and required district/FLDOE reports, while supporting front-office duties as needed to ensure smooth school operations.

Qualifications

• High school diploma or equivalent required; Associate's or BA/BS preferred.
• Minimum of two (2) years of clerical, data, or school office experience (student information system experience preferred).
• Proficiency with FOCUS and MS Office Suite, including Excel.
• Strong understanding of FERPA, state reporting, and record-keeping standards.

Responsibilities

• Maintain accurate student records in the SIS (FOCUS) and district databases.
• Oversee enrollment, withdrawals, and cumulative folders in compliance with FLDOE guidelines.
• Prepare district and state reports (FTE, attendance verification, surveys).
• Coordinate with principal, staff, and families for FERPA-compliant data handling.
• Assist front-office staff with administrative tasks as needed.

Skills

Strong organizational skills

Excellent communication

Interpersonal skills

Problem-solving

Multitasking

Confidential data handling

Team player

Education

High school diploma or equivalent

Associate's or BA/BS preferred

Tools

FOCUS

Microsoft Excel

Microsoft Office Suite

Job description

School: River City Science Academy Southeast Campus

Address 12397 Phillips highway, Jacksonville, FL 32256

Join the Educational Transformation! RCSA Southeast, South Duval's newest school, is calling passionate educators to be a part of our innovative team, shaping the future of education in a thriving community. Elevate your teaching career at RCSA Southeast, where your impact goes beyond the classroom in the heart of new developments in South Duval County

Reports To: Principal or Designee

Position Type: Salary / Exempt, 12-Month, Full-Time Position

Position Summary

The CRT/Registrar is responsible for the accuracy, integrity, and management of all student records, enrollment, and data reporting for the school. This position ensures that student information within the school’s student information system (e.g., FOCUS) and all related databases complies with district and state requirements, supporting accurate reporting for funding, accountability, and compliance.

The CRT/Registrar oversees new student enrollment and withdrawals, cumulative records (CUM) management, data verification, and the preparation of required district and Florida Department of Education (FLDOE) reports such as FTE, attendance verification, and survey edits. The role requires exceptional attention to detail, confidentiality, and strong communication skills to coordinate with staff, parents, and external agencies.

Because of the close collaboration between the CRT/Registrar and the School Secretary, the CRT/Registrar also assists with front office and clerical responsibilities as needed to ensure seamless school operations, including reception, communication, and administrative support during peak periods or absences.

Essential Duties and Responsibilities

Student Records and Data Management

• Maintain complete, accurate, and up-to-date student records in the school’s student information system (FOCUS) and district databases.
• Perform all clerical functions related to student enrollment, withdrawal, and reenrollment incompliance with district and FLDOE guidelines.
• Request, receive, organize, and process cumulative folders, transcripts, and academic records from other schools.
• Update and verify student demographic, attendance, schedule, health/vaccine, and program eligibility data.
• Conduct data validation for FLDOE surveys (e.g., FTE, Survey 2/3) and other required state and district reports.
• Identify and correct data inconsistencies or missing information to ensure compliance with state reporting standards.
• Maintain accurate records for promotion, retention, and graduation as applicable.
• Generate reports and student lists as requested by the Principal, counselors, or district officials.
• Support district audits and inspections by preparing accurate data and documentation.
• Maintain confidentiality of all student information in accordance with FERPA and school policy.

Enrollment, Communication, and Family Support

• Coordinate and monitor the student registration and lottery process in collaboration with administration.
• Communicate with families to ensure completion of required forms and reenrollment/intent-to-return submissions.
• Assist parents/guardians in accessing student portals and completing enrollment documents.
• Respond promptly to student record requests from parents, staff, or other schools incompliance with FERPA.
• Support student transfer, withdrawal, and cumulative folder distribution processes efficiently and accurately.

Collaboration and Office Support

• Work closely with the School Secretary and administrative staff to align front office operations and data accuracy.
• Provide temporary front office or secretarial coverage when needed, including reception and communication with families.
• Assist with preparation of correspondence, attendance verification, and schoolwide reports.
• Contribute to special projects, audits, or compliance initiatives as assigned by the Principal or designee.
• Participate in staff meetings, professional development, and data training sessions as required.
• Perform other duties as assigned to support overall school operations

Minimum Qualifications

• High school diploma or equivalent required; Associate's or BA/BS degree preferred.
• Minimum of two (2) years of clerical, data, or school office experience (student information system experience preferred).
• Proficiency with student information systems (e.g., FOCUS) and Microsoft Office Suite, including Excel.
• Strong understanding of FERPA, state reporting, and record-keeping standards.
• Must pass Level 2 background screening in accordance with Florida law.

Knowledge, Skills, and Abilities

• Strong organizational skills and meticulous attention to data accuracy and detail.
• Proficiency in generating, analyzing, and maintaining student reports and records.
• Ability to interpret and apply FLDOE reporting requirements and district data protocols.
• Excellent communication and interpersonal skills with staff, families, and external agencies.
• Ability to handle confidential information responsibly and professionally.
• Strong problem-solving and multitasking skills within tight timelines.
• Collaborative and flexible attitude, with the ability to assist with front office/secretarial functions as needed.

Working Conditions / Physical Requirements

Work is performed primarily in an office setting within the school environment. Frequent computer and phone use; regular handling of student files and documents. Occasional standing, walking, or lifting up to 20 pounds. Must be able to perform essential job functions with or without reasonable accommodation.

Reporting Relationships

Reports directly to the Principal or Designee. Works collaboratively with school administrators, the School Secretary, and district data personnel to maintain compliance and data integrity.

Employment Terms and Disclaimer

Employment terms, compensation, and benefits are established in accordance with River City Science Academy’s approved compensation plan and policies. This job description outlines the major job functions and qualifications for the position and does not constitute an employment contract. The administration reserves the right to revise, modify, or assign additional duties as necessary to meet school needs. Employment is at-will, consistent with applicable state and federal laws.

RCSA is an equal opportunity employer and does not discriminate based on race, color, gender, sexual orientation, religion, or national origin.