REGISTRAR I (Middle School Registrar)

SUMMARY DESCRIPTION

Under general direction, performs and oversees a wide variety of difficult clerical and secretarial work in maintaining the daily, periodic and recurrent functions of any office. Incumbents are responsible for school wide student registration, Infinite Campus administration, acting as a school public relations representative, assisting with substitute needs, assisting in the performance of clinical aide duties, assisting in lunch and hall duty when needed in absence of attendance clerk and in some instances for attendance accounting. Incumbent performs related work as required.

EXEMPLARY DUTIES/RESPONSIBILITIES

When needed in absence of an attendance clerk check-in students that are tardy and issues passes; generates reports and produces list of teachers who haven't taken attendance, and generates reports of student absences; contacts parents by telephone; enters absences and any corrections into computer; communicates with district attendance personnel and submits paperwork on chronic truancies; and prepares letters to parents.

Maintain cumulative files; electronically archives middle school transcripts of promoted eighth grade students ; completes the surrender in the manner described by Student Accounting; assists parents/guardians with Infinite Campus Online Registration procedures and verifies that all information is accurate, including the student's legal name, birth certificate, address, proof of guardianship; obtains immunization record for school personnel; approves OLR applications in Infinite Campus; determines students not in zone and requests parents complete and sign variance forms; receives, evaluates, and converts to credit system all transcripts received from students enrolling from other school districts and notifies counselors that records have been received; assists students/parents with withdrawing; provides students with transfer forms, making sure all teachers have issued a withdrawal grade and have signed the form; makes sure all book fines are collected before withdrawal and locker is emptied; receives release requests and forwards copies of student records; generates district, state and federal reports to verify accuracy of information in the computer; generates dropout reports showing withdrawals and no shows and returns to the district office within specified date and time; compiles and produces information for student staff reporting for state apportionments by counting the student population, including counting ESL, GT, and Special Education students separately, as well as staff; compiles and types accountability reports including researching confidential student information; maintains course history files; prints student schedules; makes sure all students are graded for each course quarterly; assists parents to complete Free and Reduced Lunch forms, and assists in locating students and in gathering information to incomplete forms; identifies homeless/migrant students and directs to CIT counselor; produce field trip rosters.

Assists students with problems regarding transcripts, credit counts and grade point averages; assists counselors with questions regarding grades, credits and transcripts; and contacts schools for records and grades.

Maintains accurate filing systems for audits; produces student accounting reports for administrators, teachers, and student accounting audit; balances all student accounting reports and maintains entries into computer system; dates all dead files dated for destruction 6 years after the student would have graduated based on when the student attended middle school.

Assigns student lockers, and maintains locker file and assignments; handles questions from students regarding combinations; tracks locker numbers and combinations data in computer; maintains register of all lockers and notifies students of locker and combination changes; deletes withdrawn and transfer students from locker list.

Utilizes various office equipment such as telephones, computers, copiers, duplicators, laminators, and trains other staff members in how to utilize the equipment; receives and routes mail, incoming and outgoing; prepares mailings; prepares correspondence; answers telephones and distributes messages; makes announcements over intercom; and prepares and issues classroom passes to students.

May build Master Schedule, assigns teacher numbers, and user numbers to be used in the Master Schedule and prints copies for counselor's, office staff; assigns passwords to all users, new and returning throughout the school year; instructs new teachers utilizing Infinite Campus Classroom program or assists in connecting with teacher coach: greets and directs IT Technicians to problems dispatched from IT; checks to ensure district settings are in place before each progress and grade reporting period, makes changes in district settings as needed for attendance, bell schedule, etc., when notified by IT to do so; develops and runs site-based queries for labels, student groups, field trip lists, and mail-merge letters, and prints as needed; provides one-on-one instruction to users in the various aspects of computer programs, including Infinite Campus, Word, Excel, etc., as needed; and troubleshoots and resolves printer problems related to Infinite Campus, and logs calls to IT when needed.

Represents site in a professional manner; instructs new and existing office personnel on procedures established for working with parents, students, and staff; greets parents and makes them feel welcome; answers telephones, directs calls, answers inquiries with professionalism and courtesy; oversees attendance support staff and student aides; supervises students sent to the office on referrals; provides information about the school and school functions (including school tours) to various entities, i.e., Chamber Of Commerce, Board Of Realtors, and prospective residents.

Assists next day substitute needs; assists with substitute log; issues keys and lesson plans, and collects keys at end of day; generates rosters for substitutes to take attendance; and secures in-house coverage if substitute has not arrived.

In the Clinical Aide's absence, administers first aid, maintains logs, dispenses medication, and contacts parents.

Performs secretarial responsibilities of other office secretaries as needed. May assist as a backup on payroll.

Cross-trains office staff to complete duties of registrar in registrar absence.

Attends mandatory registrar meeting and ongoing trainings. Performs functions as designated by Student Accounting.

EMPLOYMENT STANDARDS

Education/Experience: Any combination of education and experience that could likely provide the required knowledge and skills is qualifying. A typical way to obtain the knowledge and experience would be:

1. Equivalent to a high school diploma;

AND

1. Three (3) years of recent responsible secretarial experience.

Knowledge of: State, county and Washoe County School District Education requirements; basic math; basic bookkeeping and financial record keeping; grammar, spelling, punctuation and vocabulary; modern office procedures and equipment; IC - Infinite Campus, Blue Bear, AESOP, Business Plus, Excel, Word.

Skill at: Computer data entry and utilizing various software programs; filing, typing accurately; organizing work assignments; researching information; computer usage and work information processing; working independently with a minimum of direction, supervision and training subordinate employees or assigned students; dealing effectively with the public; maintaining accurate records; operating modern office equipment.

THIS JOB SPECIFICATION SHOULD NOT BE CONSTRUED TO IMPLY THAT THESE REQUIREMENTS ARE THE EXCLUSIVE STANDARDS OF THE POSITION. INCUMBENTS MAY BE REQUIRED TO FOLLOW ANY OTHER INSTRUCTIONS, AND TO PERFORM ANY OTHER RELATED DUTIES AS MAY BE REQUIRED BY THEIR SUPERVISOR.

The Washoe County School District is committed to providing a safe and respectful learning and working environment for all students, staff, and visitors. The District prohibits bullying, cyber-bullying, harassment, sexual harassment, and/or discrimination based on an individual's actual or perceived race, color, religion, sex (including pregnancy), national origin, age, sexual orientation, gender identity or expression, genetic information, veterans or military status, marital status, disability or the presence of any sensory, physical or mental handicap in any of its educational programs/activities and employment, or in any program or activity conducted or funded by the U.S. Department of Agriculture. The District prohibits discrimination against any youth group listed in Title 36, as a patriotic society, (i.e. Boy Scouts of America) from access to public school facilities use.

Site(s):Billinghurst Middle School

Internal Job Number:2024-25-E246225

Salary:

Grade 20 FY25

Sch A: $19.62 (entry step)
Sch B: $23.26 (entry step)

Salaries are subject to adjustment and may increase and decrease each fiscal year.
New employees hired by Washoe County School District are normally placed on the entry step of the grade of the position. View salary schedules here.

Additional Job Information:

This is a 40 hour per week, One Year Only position ending June 2025.

Benefit packages are available for all employees, eligible employees who are regularly scheduled to work 27.5 hours per week or more receive full benefits of the District which include but are not limited to;

• No waiting period on Medical, Dental, Vision and Life Insurance
• Employees may select an insurance plan wherein WCSD contributes 100% of insurance premiums.
• Sick Leave, Holiday Pay and Vacation Pay
• Public Employees Retirement System (PERS)
• Contribution options will be explained in detail during the New Employee Orientation.
• Salary Increases
• Longevity Bonuses
• Guidance Resources
• And More - Visit our Benefits page for more information.

Temporary employees working less than 6 months do not receive benefits.

New employees will be fingerprinted upon hire and every five years thereafter and will have $58.50 deducted from their first paycheck to help defray the cost of fingerprinting. Non-licensed employees will have $58.50 deduction when their fingerprints are completed every five years. Fingerprint fees are subject to change.

Any applicant who would like to request a reasonable accommodation in any step of the selection process should contact Human Resources at (775) 348-0321.