Registrar - Secretary
Registrar - Secretary
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Salary Not Disclosed
1 Vacancy
Job Description
POSITION Registrar
LOCATION West Valley High School
SCHEDULE Hours/Day -7.5
Days/Year -205
SALARY Level2 Secretary-SNAP Salary Schedule
Placement is dependent on verified experience
Pay is annualized over 12 months
JOB TYPE Hourly
UNION/CONTRACT SNAP (PSE)
START DATEUpon Hire
SUMMARY
The Registrar oversees the management of student records enrollment scheduling and graduation documentation at WVHS. This position serves as the primary point of contact for student registration transcripts credit verification and state reporting while ensuring compliance with district state and federal requirements. The Registrar works closely with administrators counselors and staff to maintain accurate academic records support master scheduling and provide essential data for decision-making. The ideal candidate is detail-oriented organized and committed to accuracy and confidentiality with the ability to manage multiple priorities in a fast-paced school environment.
ESSENTIAL RESPONSIBILITIES
- Coordinate all aspects of student enrollment and withdrawal ensuring the accuracy and completeness of cumulative files and academic records (demographics immunizations transcripts test scores).
- Manage graduation documentation verify credit completion and graduation status and issue diplomas in compliance with district and state requirements.
- Support the development and maintenance of the schools master schedule including student course enrollment schedule adjustments and alignment with graduation pathways.
- Oversee grading processes including grade entry report card generation GPA/class rank calculations and honor roll records.
- Process and track documentation for Choice ALE Running Start CTE and other specialized programs.
- Generate audit and distribute data reports from the student information system for counselors administrators and district/state reporting.
- Support the administration of state and national testing programs by preparing materials verifying enrollment and accommodations and ensuring accurate submission of results.
- Respond to transcript and records requests for students alumni colleges and outside agencies ensuring compliance with FERPA and district policy.
- Identify record and communicate legal documentation such as court orders restraining orders and parenting plans.
- Maintain compliance with state and federal student record retention requirements and district policies.
- Perform other registrar-related duties as assigned.
QUALIFICATIONS
- High school diploma or equivalent required.
- Minimum two years of secretarial clerical or business office experience preferred.
- Proficient in Microsoft Word and Excel; strong typing spelling grammar and formatting skills.
- Demonstrated excellence in recordkeeping data entry and document management.
- Ability to work independently in a high-traffic environment with frequent interruptions.
- Strong interpersonal skills with the ability to maintain confidentiality and professionalism in all interactions.
- Accurate note-taking and attention to detail.
- Valid First Aid and CPR certification (or ability to obtain within 90 days of hire).
- Reliable punctual and dependable with a professional demeanor.
KNOWLEDGE & SKILL REQUIREMENTS
Knowledge of:
- School operations procedures and student record systems.
- Applicable privacy laws (e.g. FERPA) and confidentiality protocols.
- Basic health room procedures and first aid.
- State reporting systems and educational databases.
Skills in:
- Accurate and efficient data entry and document preparation.
- Microsoft Office Suite (Word Excel Outlook) and student information systems.
- Verbal and written communication with diverse stakeholders.
- Multitasking and prioritizing tasks in a fast-paced office environment.
Ability to:
- Work collaboratively with administrators staff students and families.
- Maintain confidentiality and exercise discretion and sound judgment.
- Adapt quickly to changes in schedules priorities and responsibilities.
- Remain calm and effective in emergencies and challenging situations.
- Learn and utilize new technology systems and databases as needed.
- Enrollment/Attendance Reporting: Submit district/state-required enrollment counts (e.g. October count/P-223 in WA).
- Special Programs: Track/report students in Special Education ELL Title I Running Start CTE etc.
WORKING CONDITIONS
This position operates in a fast-paced and dynamic school office environment characterized by frequent interruptions and high levels of interaction with students staff and families. The role requires extended periods of computer use and sitting as well as occasional lifting and carrying of office supplies or student records weighing up to 25 pounds. Responsibilities may involve navigating sensitive or confidential situations with professionalism and discretion. The work schedule generally follows the academic calendar and may occasionally require early morning or evening hours to support school events conferences or testing. The position also requires responsiveness to school-related emergencies and adherence to all district safety protocols.
IMMEDIATE SUPERVISOR Building Principal
TERMS OF EMPLOYMENT As provided by PSE contract. Subject to the needs of the District.
Verification of identity and United States work authorizationmust becompleted before employment commences. The successful candidate for thispositionmust complete a fingerprinted background check with the Washington State Patrol and the Federal Bureau of Investigation. Employment is contingent upon clearance of the background check.
ADDITIONAL INFORMATION
HEALTHCARE BENEFITS -Employees who meet the eligibility criteria outlined in Chapter 182-31WAChave access to medical dental vision supplemental life and supplemental disability insurance through the School Employee Benefit Board (SEBB).
RETIREMENT -All regular non-substitute employeesare enrolledin a state retirement plan through the Washington State Department of Retirement Systems (DRS).
SICK LEAVE -All regular non-substitute employees receive 12 sick leave days (proratedbased on FTE) and paid time off. Substitute employees receive sick leave perRCW49.46.210.
PAID TIME OFF -All regular non-substitute employees receive paid time off including annual and/or vacation leave. Paid time off varies bypositionand work year. Refer to the applicableCollective Bargaining Agreement or salary schedulefor details.
OTHER BENEFITS
Classified employees receive 10-13 paid holidays (depending onposition& work year). Refer to the applicableCollective Bargaining Agreement or salary schedulefor details.
Employeesmay beeligible forVEBAincluding monthlyaccrualand/or sick leave conversion. Benefits arepositionspecific. Refer to the applicableCollective Bargaining Agreement or salary schedulefor details.
West Valley School District does not discriminate in any programs or activities on the basis of sex race creed religion color national origin age veteran or military status sexual orientation gender expression or identity disability or the use of a trained dog guide or service animal and provides equal access to the Boy Scouts and other designated youth groups. The following employeeshave been designatedto handle questions and complaints of alleged discrimination: Title IX and Civil Rights Compliance Coordinator: Sabre Dahl 2805 N Argonne Rd. Spokane Valley WA 99212 Phone: .Section 504 Coordinator Dan Andrews2805 N Argonne Rd. Spokane Valley WA 99212 Phone: .
Employment Type
Full-Time
