Job Details

Registrar - Secretary

  2025-10-07     West Valley School District Spokane     Spokane,WA  
Description:

This posting is open until filled.

POSITION Registrar

LOCATION West Valley High School

SCHEDULE Hours/Day - 7.5

Days/Year - 205

SALARY Level 2 Secretary- SNAP Salary Schedule

Placement is dependent on verified experience

Pay is annualized over 12 months

JOB TYPE Hourly

UNION/CONTRACT SNAP (PSE)

START DATE Upon 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 school's 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 authorization must be completed before employment commences. The successful candidate for this position must 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 182-31 WAC have access to medical, dental, vision, supplemental life, and supplemental disability insurance through the School Employee Benefit Board (SEBB).

RETIREMENT - All regular, non-substitute employees are enrolled in 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 (prorated based on FTE) and paid time off. Substitute employees receive sick leave per RCW 49.46.210.

PAID TIME OFF - All regular, non-substitute employees receive paid time off, including annual and/or vacation leave. Paid time off varies by position and work year. Refer to the applicable Collective Bargaining Agreement or salary schedule for details.

OTHER BENEFITS

Classified employees receive 10-13 paid holidays (depending on position & work year). Refer to the applicable Collective Bargaining Agreement or salary schedule for details.

Employees may be eligible for VEBA including monthly accrual and/or sick leave conversion. Benefits are position specific. Refer to the applicable Collective Bargaining Agreement or salary schedule for 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 employees have been designated to 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: (509) ###-####, ...@WVSD.org. Section 504 Coordinator, Dan Andrews, 2805 N Argonne Rd., Spokane Valley WA 99212, Phone: (509) ###-####, ...@WVSD.org.


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