2025-26 Office Specialist - Registrar - Full-Time (8.0 hpd. & 207 Days Work Calendar) - Gateways High School (Position Starts September 2025)

Springfield Public Schools seeks outstanding candidates for the position of Office Specialist -Registrar at Gateways School. This position provides a higher level administrative and technical support to the Alternative Programs and is responsible for the maintenance of student records at the school level processing of enrollment transfers and withdraws. This position includes handling matters of a confidential nature while handling daily work pressures requiring constant concentration to a volume of work which must be completed within a limited period of time. This position works 8.0 hours per day 207 days per year.

Essential Functions

Essential duties of this position include the following. Employees in this position perform some or all of the following tasks. Other duties may be assigned.

• Follows and maintains knowledge of all District policy(ies) and procedures.
• Follows and maintains knowledge of ODE requirements for special education.
• Follows and maintains knowledge of Title I requirements.
• Performs general office duties including answering multi-line phones greeting the public typing filing sorting and handling incoming/outgoing mail and gives information or directs visitors and parents appropriately.
• Provides administrative support to assigned administrator(s) or supervisor(s) including but not limited to preparation of presentations budget state and federal requirements data tracking calendar management travel arrangements and correspondence.
• Independently performs complex technical assignments on a wide range of subjects requiring knowledge of procedures and policies of the assigned area.
• Researches creates inputs formats organizes and edits relevant data as needed or requested and prepares in a usable report format.
• Completes a high volume of computer work using District computer programs to input high volumes of data including confidential data and prepares reports as requested and/or required.
• Provide bookkeeping functions.
• Schedules meetings as required including creating schedules contacting all invited parties preparing agendas collating materials confirmation arranging for catering and distributing materials to all parties.
• Collects data and materials and prepares information for audits.
• Maintains current and accurate data on special education personnel and staffing and makes updates as needed.
• Assists in the preparation of and monitoring of budget sheets and updates as required.
• Manages all purchasing including supply inventory and orders and submits invoices for approval.
• Appropriately maintains and secures confidential records and inquiries.
• Register new students by verifying residency eligibility credit level status immunization etc. and enter data into computerized student record system.
• Mange student record systems by transferring and withdrawing students receiving and sending records creating/generating/changing student class schedules maintaining files and generating reports.
• Maintain student files.
• Review and interpret student information; including graduation standards transcripts etc.
• Prepare a variety of documents and reports including transfers/transcripts grading and correspondence.
• Arrange student and parent conferences with counselors or other school personnel.
• Complete and submit State reports.
• Maintains working knowledge of specialized terminology District programs policies procedures rules and forms.
• Provides historical reference by defining procedures for retention protection retrieval transfer and disposal of records.
• Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.
• Keeps management informed by reviewing and analyzing special reports; summarizing results against standards; making necessary adjustments.
• Serves as back-up for other office personnel as needed.
• Troubleshoots office machinery (copy fax postage meter etc.) coordinates maintenance and supply inventory.
• Processes and trains staff in appropriate use of building and district forms and systems (both paper and electronic).
• Attends in-service trainings and staff meetings as directed.
• Completes appropriate logs forms and paperwork as required.
• Researches creates inputs formats organizes and edits relevant data as needed or requested and prepares in a usable format.
• Serves as liaison between administration/counseling personnel and community as appropriate.
• Coordinates and maintains all administrative procedures processes operations and ensures compliance.
• Manages and completes special projects as assigned.
• Other related duties may be assigned.

Minimum Qualifications

Education/Experience

• Associates degree or higher (attach diploma); OR
• Completion of two years post-secondary study consisting of 72 credit hours 48 semester units (attach transcripts); OR
• High school diploma or General Education Diploma (GED).

Experience:

• Three (3) year of increasingly responsible closely related work experience.

Certificates Licenses Registration & Other Requirements

• Ability to obtain a valid First Aid/CPR card and pass SafeSchools training modules as assigned.
• Criminal Justice Fingerprint/Background Clearance

Desired Qualifications

• Related experience in an educational setting.

Knowledge Skills & Abilities (May be acquired through education training and/or experience.)

Knowledge of: High school curriculum and graduation requirements; student record database system; District policies and procedures; modern office practices and procedures; highly developed letter writing correct language usage; highly developed receptionist telephone and record keeping/filing systems; highly developed computer hardware and software programs and their usage; modern office equipment; safety and first aid practices and procedures.

Skills to: proficiently utilize Microsoft Outlook Web App Microsoft Office Word and Excel.

Ability to: understand and apply District and school policies and procedures; greet stakeholders; maintain appropriate office appearance and attire; maintain regular and acceptable attendance and punctuality as set forth in Board policy; provide information pertaining to area and/or District/School policies procedures and other pertinent information; operate maintain and arrange for repair various office/school equipment; establish and maintain cooperative working relationships with those contacted during the course of work and from diverse backgrounds; maintain records; utilize keyboarding skills commensurate with the required functions for this position; communicate effectively both orally and in writing; utilize appropriate grammar and spelling when corresponding make mathematical calculations accurately; follow oral and written instructions; accurately research various information and prepare related reports.

Work Direction Lead & Supervisory Responsibilities:

No assigned permanent staff to supervise. May train and provide work directions as directed by supervisor to appropriate staff and volunteers.

Physical Effort

While performing the duties of this job the employee is regularly required to talk or hear. The employee is frequently required to walk stand sit use hands for fine manipulation handle or feel and reach with hands and arms. The employee is occasionally required to stoop kneel crouch or crawl. The employee must regularly lift and/or move 25 pounds and occasionally maneuver up to 50 pounds. Specific vision abilities required by this job include close vision distance vision ability to adjust focus and peripheral vision.

Working Conditions

Normal office / school environment. The employee may be exposed to bodily fluids bloodborne pathogens sick and/or contagious students. The employee may be exposed to toxic chemicals (for disinfecting) and outdoor weather conditions.

Other

This is not necessarily an exhaustive or all-inclusive list of responsibilities skills duties requirements efforts functions or working conditions associated with the job. This job description is not a contract of employment or a promise of guarantee of any specific terms or conditions of employment. The school district may add to modify or delete any aspect of this job (or the position itself) at any time as it deems advisable.

Required Experience:

Unclear Seniority