Middle School Registrar

West Ada School District Middle School – Registrar Purpose

Responsible for managing and maintaining accurate middle school student records within the West Ada School District’s Student Information Systems, ensuring data integrity and compliance with district and state regulations; performs related administrative and clerical tasks as needed.

The primary role of the registrar is to manage and maintain student records for all current and former students using the District’s Student Information Systems. It requires strong organizational and multitasking skills, along with excellent verbal and written communication. The position demands precision in data entry and keen attention to detail, as well as customer service and interpersonal abilities for effective public interaction.

Time management and the ability to prioritize tasks are essential, as are teamwork and supervisory capabilities to support staff. Additionally, adaptability to quickly learn district-specific systems and procedures, combined with problem-solving skills and initiative, are vital to successfully handling daily office challenges. This work is performed under the supervision of the building principal or designee.

• Proficient in Microsoft Office Suite (Word, Excel, Outlook, One Note, SharePoint) for creating, editing, and managing documents, spreadsheets, and email communications, with strong keyboarding skills.
• Experienced in using Microsoft Teams for collaboration, virtual meetings, and document sharing.
• Quickly learns and adapts to district-specific software and technology platforms; skilled in navigating online portals, managing shared documents, and troubleshooting basic computer issues.
• Performs general office tasks such as data entry, filing, copying, scanning, and maintaining electronic and paper records with accuracy and attention to detail.
• Provides clerical and office support to counseling staff, office personnel, and other school staff as assigned, including managing written communications, phone calls, and in-person inquiries.
• Responds professionally and promptly to inquiries from parents, students, staff, and external agencies.
• Cross trains in various administrative support functions alongside building office staff.

• Coordinate student enrollment, transfers, and withdrawals; transcript management; and perform other registrar-related duties.
• Verify Open Enrollment applications for both in-district and out-of-district transfer requests.
• Review and validate enrollment documents, including proof of address, birth certificates, immunization records, legal documents, and special program eligibility when applicable.
• Provide enrollment verification to authorized external agencies.
• Prepare and maintain students’ cumulative file.
• Ensure accurate and complete student records, files, and grades in compliance with district policies and state requirements, facilitating timely data submission for reporting.
• Enter, update, and manage student data in district databases and student information systems.

• Supervise and train student workers.
• Assist administrative staff and counselors with the master scheduling process.
• Provides nursing support when needed, assisting with health-related tasks.
• Ensure compliance with school policies, district guidelines, and federal regulations, including maintaining strict confidentiality of student information in accordance with FERPA.

• High school diploma or GED equivalency; and
• Some general office experience; or
• Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work.

• Sufficient clarity of speech and hearing or other communication…