Registrar - Middle School

Position: Registrar - Middle School (40 hrs./wk., 220 days)
Education support professionals - esp/classified - clerical

job number

start date

open date 06/04/2026

closing date

registrar

middle school

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 secretarial 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.

essential duties and responsibilities

attendance, enrollment, and student records

• in the absence of the attendance clerk, checks in tardy students and issues passes
• generates attendance reports, including lists of teachers who have not taken attendance
• enters student absences and corrections into the student information system
• contacts parents/guardians by telephone regarding attendance
• communicates with district attendance personnel and submits chronic truancy paperwork
• prepares and sends attendance-related letters to parents/guardians

student enrollment, registration, and withdrawal

• assists parents/guardians with infinite campus
• online registration (olr) and verifies accuracy of student data, including legal name, birth certificate, address, proof of guardianship, and immunization records
• approves olr applications in infinite campus and determines students who are out of zone
• assists students/guardians with withdrawal procedures
• provides transfer forms and ensures withdrawal grades are issued by all teachers
• ensures book fines are paid, and lockers are cleared prior to withdrawal
• receives and scans release receipts into student electronic cumulative files

cumulative records and transcript management

• maintains electronic cumulative files in accordance with student enrollment and records procedures
• electronically archives middle school transcripts for promoted eighth-grade students
• completes record surrenders per district guidelines
• receives, evaluates, and converts transcripts from other school districts and notifies counselors of receipt
• assists students and counselors with transcript, credit, and gpa questions
• contacts other schools to obtain records and grades
• maintains course history files and ensures students are graded each quarter

state, federal, and district reporting

• generates district, state, and federal reports to verify data accuracy in infinite campus
• produces dropout, withdrawal, and no-show reports and submits them to the district within required timelines
• compiles and prepares student and staff data for state apportionments, including el, gt, and special education counts
• compiles and types accountability reports, researching confidential student information
• produces student enrollment and records reports for administrators, teachers, and audits

records retention and audit compliance

• maintains accurate filing systems for audits
• balances and maintains all required student reporting in accordance with records retention schedules
• dates and prepares inactive ("dead") files for destruction six years after the student's expected graduation date

student services and support

• assists families with free and reduced lunch applications and helps gather missing information
• identifies homeless and migrant students and refers them to the cit counselor
• produces field trip rosters
• supervises students sent to the office on referrals

locker management

• assigns student lockers as needed and maintains locker files and assignments
• tracks locker numbers and combinations in the computer system
• answers student questions regarding locker assignments and combinations
• notifies students of locker changes
• removes withdrawn and transferred students from locker records

office operations and front office support

• operates office equipment including telephones, computers, copiers, duplicators, and laminators
• trains staff on the use of office equipment
• receives, routes, and prepares incoming and outgoing mail
• prepares correspondence and mailings
• answers telephones, distributes messages, and makes intercom announcements
• prepares and issues classroom passes to students

technology systems and infinite campus support

• may assist with building the master schedule, assigning teacher and user numbers, and printing schedules
• assigns and manages user passwords for new and returning staff
• trains new teachers on infinite campus classroom or coordinates support with teacher coaches
• develops and runs site-based queries for labels, student groups, field trip lists, and mail merges
• provides one-on-one support for infinite campus, word, excel, and related software
• troubleshoots printer and system issues and coordinates with it as needed
• ensures district settings are accurate before grading and attendance reporting periods

professional representation and office…