Job Description:
Location: Leidal Education Center (LEC)
Department: Administrative Assistants
Reports To: Assistant Superintendent - Elementary
Term: Year-round position.
Schedule: Mon-Fri 8:00-4:30pm
SUMMARY: The District Registrar provides registration assistance for learners and families in grades preschool through grade twelve and maintains the paper and/or electronic learner records and files; provides learner information to authorized parties in compliance with established policies; works with internal departments to develop protocols and workflows within the online registration process; provides general clerical support, information and/or direction as assigned; serves as the district liaison in the registration and transfer of learners and in the preparation and maintenance of records.
QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty and requirement satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required for the role. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
ESSENTIAL DUTIES AND RESPONSIBILITIES: (Other duties may be assigned)
Collaboration:
Trains staff to use software related to records administration.
Presents information and provides continuous direction on administrative procedures, services, regulations, etc. for the purpose of training and orienting other personnel and/or disseminating information to appropriate parties.
Supports district administrative personnel across multiple departments through training and guidance on proper procedure throughout the enrollment process.
Assists in the interpretation of school and district programs, policies and procedures related to learner enrollment for learners, parents, and staff.
Develops positive, effective working relationships with learners and staff.
Supports assigned administrative personnel for the purpose of aiding with their administrative functions for the purpose of supporting them in the completion of their work activities.
Assists in clerical and administrative functions to ensure the smooth operation of the district.
Communication:
Responds to a high volume of questions, via calls and walk-in traffic, from a variety of internal and external sources (e.g. staff, other educational institutions, the public, parents and/or learners, etc.) for the purpose of providing information and/or direction or referring to appropriate personnel.
Responds to parent/guardian and school inquiries with regards to learner data in a timely manner, including adjustment of parent/guardian contact information.
Upholds exceptional customer service to our community with clear and kind communication.
Assists in following up with parents/guardians regarding incomplete registrations for the purpose of ensuring learner records are accurate and legally compliant.
Informs appropriate personnel of learner enrollment, transfer, and withdrawal of learners for the purpose of ensuring schools have accurate and timely status of learners.
Directs learners that need to be referred to the Welcome Center for evaluation of the English language skills or to the special education office for additional services.
Develops and executes proactive communications programs and campaigns for registration. Including organizing registration events with school department leaders.
Connects and shares ideas through appropriate/applicable formats to express thoughts and ideas with integrity.
Compassion:
Exercises effective interpersonal and conflict resolution skills in working with staff, learners, parents, and external entities and directs individuals to the appropriate personnel.
Works with families of all demographics and ethnicities, identifying the need for interpreter support or providing multi-language documents when necessary.
Understands the complexities of cultural and global issues and how they relate to employee and learners’ experiences.
Partners with others to resolve potential controversy and conflict through respectful discussion.
Proactively seeks to understand the ideas, opinions, and skills of others.
Creativity:
Connects with team members and shares ideas in an effort to improve the overall learner and employee experience.
Critical Thinking:
Maintains a variety of manual and electronic documents, files, and records (e.g. learner registration, enrollments and transfers for kindergarten through grade 12, learner data, requested reports, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
Processes a variety of documents and materials (e.g. lease/purchase order of residence, birth certificate, immunization records, etc.) for the purpose of providing required information for legal compliance.
Demonstrates exceptional attention to detail in verifying accuracy of residency, custody, immunization, birth certificates, and school records during the registration process.
Routinely monitors and updates the registration department websites to ensure accurate content and adherence to website standards and district policies. Utilizes knowledge of ADA compliancy, HTML coding, and meta data to maintain dynamic web communications.
Reasons, interprets, and analyzes information to generate new knowledge and understanding.
Reflection:
Maintains communication with supervisor and director regarding general feedback, career advancement opportunities, and areas of growth opportunities.
Resilience:
Maintains composure while dealing with stressful situations.
Proactively seeks out resolutions and takes initiative to resolve knowledge gaps.
Responsibility:
Serves as a lead worker in the learner registration, enrollment and transfer process (e.g. delegating work to part time personnel, etc.) for the purpose of ensuring the efficient operation of the office.
Assists in creating and following up on in state and out-of-state contracts for West Fargo Public Schools learners attending school outside the district.
Creates, processes, and maintains forms necessary for registration in PowerSchool. In the process, collaborates with a variety of departments to ensure forms are complete with correct information. (e.g. Health and Safety, Accounting, Food Service, Transportation, etc.).
Generates weekly, monthly, and yearly enrollment reports for each school and the district. Collects and maintains statistical data for planning and reporting.
Follows up with local and out-of-state school districts for transcript requests and interpretation of learner records.
Meets school division and school building deadlines for processing and reporting learner data. Reviews learner records to ensure current information, accuracy, and completeness with the state/district regulations and guidelines.
Actively participates in learner service committees and initiatives.
Fulfills ongoing transcript requests, enrollment verifications, and comprehensive records requests for current and former learners.
Processes all enrollment requirements and information, to include international learners.
PHYSICAL DEMANDS AND WORK ENVIRONMENT: The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the essential duties and responsibilities of this role, the employee is regularly required to reach with hands and arms.
While performing the essential duties and responsibilities of this role, the employee is regularly required to stand, walk, bend, talk, and hear.
The specific vision abilities required for this role include close and peripheral vision.
The employee may be required to lift up to ~30 pounds.
The employee must work with the public and various WFPS staff while simultaneously managing several competing demands.
The employee will work in an environment that has a quiet to loud noise level.
Education and/or Experience:
High School Diploma or General Education Degree (GED).
Prior job-related experience working with diverse clientele.
Minimum 1-year prior office experience is required.
Demonstrated effective organizational problem-solving skills.
Demonstrated effective verbal, written, and interpersonal skills.
Demonstrated analytical skills, high level of accuracy, and attention to detail.
Demonstrated ability to work on multiple projects simultaneously and meet deadlines by setting priorities.
Demonstrated experience in Microsoft Software Applications (Word, Excel, PowerPoint, Access).
Previous experience of working in a school setting is preferred.
Language Skills:
Ability to read, write, and comprehend simple instructions and short correspondences in the English language.
Ability to communicate effectively verbally, expressively, and reactively.
Ability to communicate effectively verbally, expressively, and reactively with learners, parents/guardians, and families where English is not their first language.
Other Skills and Abilities:
Exercise confidentiality, discretion, and good judgement.
Adhere to the assigned work schedule by maintaining regular and punctual attendance.
SUPERVISORY RESPONSIBILITIES:
None.
Salary: Position follows the 2024-2025 Classified Salary Schedule at B231. Starting salary begins at $21.70-$23.95/hour, based on experience - https://www.west-fargo.k12.nd.us/departments/human-resources/salary
To Apply: Please complete the application and include three references.
Salary Range: