Administrative Assistant - Registrar

Jefferson City School District, Capital City High School – Jefferson City, Missouri

Starting Date: Jul 27, 2026

POSITION TITLE: Registrar

FLSA: Non-Exempt
REPORTS TO: High School Lead Counselor

TERMS OF EMPLOYMENT: 12‑month employment with benefits as specified in the Classified Agreement.

Summary of Duties: The registrar performs varied and responsible work in the registration, transfer, preparation, and maintenance of student records and transcripts for a senior high school. The Registrar must apply specialized procedures, maintain contacts with colleges, universities, national testing services, military, and employers, and exercise tact in working with confidential and non‑confidential student information in accordance with established policies.

• Assist the Lead Counselor in developing the course master schedule to ensure accurate student course and class size requirements.
• Attend department, in‑service meetings, workshops and/or seminars as assigned for conveying and/or gathering information needed to perform job functions.
• Evaluate transcripts of incoming students—investigate, interpret course information and enter grades and semester credit hours into the student information system.
• Inform staff and parents of possible student course deficiencies to assist in addressing course requirements and completion.
• Maintain a variety of manual and electronic documents, files, and records to provide up‑to‑date information and historical reference in accordance with administrative guidelines and legal requirements.
• Perform enrollment and withdrawal activities—verify enrollment, residency, immunizations, birth certificate, grade level, custody, previous school records, placement tests; withdraw students and forward records to other schools upon request—to comply with established requirements.
• Prepare standardized documents and reports (e.g., report cards, class schedules, form letters and memos, calendars, bulletins, periodic reports) to communicate information to other parties and agencies.
• Process documents such as transcripts and job verification forms to provide required information in response to requests from students, other districts, colleges/universities, and employment agencies.
• Research discrepancies in student records to verify graduation status and ensure accuracy of information.
• Respond to questions from internal and external sources to provide information and direction.
• Verify student related data to ensure accuracy of the student records and compliance with district and state policies and legal requirements.

• Perform other related duties as assigned, ensuring efficient and effective service to coworkers, students, and the community.

Skills, Knowledge, and Abilities

Technical skills required include operating standard office equipment, student management software, common office software, and maintaining exceptional clerical consistency in preparing and maintaining accurate records.

Knowledge of basic math (fractions, percent, ratios), ability to read manuals, write documents in prescribed formats, present information, and solve practical problems. Familiarity with business telephone etiquette, district and state regulations, and coursework required for graduation.

Abilities include scheduling activities, meetings, and events; gathering, collating, and classifying data; operating job‑related equipment; adapting to changing priorities; communicating with diverse groups; maintaining confidentiality; working as part of a team; working with detailed information; managing interruptions; setting priorities; working under minimal supervision; reading, writing, and communicating clearly in English.

• Working under limited supervision following standardized practices and/or methods.
• Leading, guiding, and/or coordinating others.
• Operating within a defined budget.
• Utilizing resources from other work units as needed.

The position requires occasional lifting, carrying, pushing, and/or pulling; some stooping, kneeling, crouching, and/or crawling; significant fine finger dexterity. The job involves approximately 70%…