Job Details

Position Type:
Secretarial/Clerical/Registrar-High School

Date Posted:
1/6/2026

Location:
Virtual School House

Closing Date:
Until Filled Hours: 20
Salary: $19.50
Calendar: 4 Weeks

This job posting is for a position that will remain open until filled. Applications will be reviewed on a continuous basis, and qualified candidates may be contacted at any time during the recruitment process. The posting does not guarantee employment andmay be closed at any time without prior notice once the position has been filled. By submitting an application, you acknowledge and accept that the position may be filled before your application is reviewed.

PURPOSE
Performs administrative and clerical duties to maintain high school student records in the West Ada School District Student Information System; performs related work as required.

PERFORMANCE RESPONSIBILITIES
The primary function of an employee in this class is to manage and maintain the student records of all students enrolled in their school by using the West Ada School District Student Information System. In this capacity the HS Registrar is responsible for the registration of students and to maintain accurate student demographics, including student schedules, transcripts and historical records and produce related reports and spreadsheets. The HS registrar is responsible for enrollment, transfer and withdrawal of students as well as to follow up on drop-out status for non-attending students. The registrar assists the administrator in charge of scheduling by maintaining the master course list and assisting in preparation of scheduling documents. The work is performed under the supervision of the school principal or designee.

ESSENTIAL DUTIES AND RESPONSIBILITIES (MAY VARY WITH SPECIFIC POSITIONS):

Student Information:

• Act as a liaison between the building and the district office for the district's Student Information System.
• Enroll new students. Verify that parents have all required documents. Work with counselors to establish initial communications with parents and students.
• Encode student information for entry to the West Ada School District Student Information System.
• Assists students and parents, with the completion of registration materials. Provide brief orientation to new parents and students on registration and school policies and procedures.
• May verify enrollment and attendance records for social security, social services, Department of Education, military agencies, auto, and medical insurance companies.
• Prepare and maintain students' permanent records. This may require collaboration with building and/or district personnel for interpretation to align with West Ada School District policy. Once new data and/or revisions are received, the registrar will enter data and route updated information to appropriate staff or departments.
• Request transcript of grades and cumulative files from other schools for new students transferring into the school. Verify authenticity of requests for transcripts and respond to inquiries from other schools, colleges, employers or authorized agencies regarding student grades, attendance, and other information contained in student files.
• Coordinate student enrollment, transfer and withdrawal processes.
• Compile accurate graduation lists. Maintains transcripts, correspondence and student permanent record files.

Scheduling:

• Maintain and update master course lists in Student Information System and update school course catalog to reflect courses offered.
• Assist building administrator in charge of scheduling in preparation of school course catalog and other registration materials for enrollment and registration.
• Assign grade level and reclassify students according to established policy and procedures.
• Assist building administrator in charge of scheduling with master schedule. Registrar is not responsible for master schedule.

Grading:

• Facilitate the grading process each term; import grades to historical records and transcripts.
• Conduct audits for missing or incomplete grade reporting, work with teachers to ensure accuracy.

Transcripts:

• Creates and maintains accurate student records and transcripts;
• Work collaboratively with counselors, administrators, and ELL Intake Center (when appropriate), to interpret and convert courses, credit hours, and grades from student transcripts received from other school districts to align with acceptable and corresponding units as defined by West Ada School District Policies & Procedures.
• Provide counselors with students' transcript to assure students' compliance with advancement and graduation requirements.
• Provide counselors data regarding class rank for purposes of scholarships, college applications, etc.
• Generates and distributes student transcripts and records to parents, universities and colleges, administrators, employers, the military, and other appropriate parties;

Summer Duties:

• While main office secretary is off contract, work collaboratively with the bookkeeper to fill the role of liaison with the public by greeting at front desk, answering phones and directing inquiries.

Other Duties and Responsibilities

• May supervise secretarial assistants, student assistants and/or adult volunteers.
• Performs all work duties and activities in accordance with District policies, procedures and safety practices.
• Performs other related duties as required.

QUALIFICATIONS

• Operation of standard and specialized office equipment including a personal computer and job-related software;
• Operation of multi-line telephone system;
• English grammar and punctuation;
• Basic math and recordkeeping;
• Current office practices and procedures.

Ability to:

• Learn and perform the processes and procedures involved with student records, transcripts and registration;
• Prepare and maintain accurate student records;
• Follow written and oral instructions;
• Maintain records efficiently and accurately and to prepare clear and concise reports;
• Operate a variety of standard and specialized office equipment;
• Maintain effective working relationships with students, other school employees, parents, supervisory personnel, and the public;
• Operate a personal computer including software applications appropriate to assigned duties;
• Communicate effectively both orally and in writing;
• Use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions
• Perform multiple tasks simultaneously, including handling interruptions, and return to and complete tasks in a timely manner;
• Perform time management and scheduling functions, meet deadlines, and set task priorities;
• Maintain office, school, and individual confidentiality.
• High school diploma or GED equivalency; and
• Two (2) years administrative experience, with some experience in scheduling preferred; or
• Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work.

ESSENTIAL PHYSICAL ABILITIES

• Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits the employee to discern verbal instructions and communicate effectively on the telephone and in person;
• Sufficient vision or other powers of observation, with or without reasonable accommodation, which permits the employee to comprehend written work instructions and review and prepare documents and file them in a prescribed order, and organize documents and materials;
• Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate a personal computer and other office equipment;
• Sufficient personal mobility, agility, strength and physical reflexes, with or without reasonable accommodation, which permits the employee to work at a keyboard for an extended period of time, move up to 20 pounds and work in an office environment.

EVALUATION
Yearly by supervisor

TERMS OF EMPLOYMENT
To be determined by calendar year.
Regular attendance is an essential function of this job.

• If you are chosen for this position your employment with the District would be "at will". Employment at Will means that the employee or the District may terminate the employment relationship with or without cause, and with or without notice, at any time.
• As per Idaho Code 65-5-1/65-503: "Eligible veterans are provided advantages in public employment in Idaho..."