Registrar (SHS)

Our District:

The Sultan School District is one of the larger geographical school districts in the Puget Sound area, consisting of approximately 325 square miles. Sultan School District has approximately 2,000 students enrolled K-12.  Students are currently served by two elementary schools, a middle school, a high school and an alternative high school; and the Sno-Isle Skills Center, a cooperative vocational technical school.

Our Community:

Located northeast of Seattle (seven miles east of Monroe) or about 20 minutes from the Woodinville area, Sultan is surrounded by a beautiful environmental setting. Our “backyard” is the scenic Skykomish River and Cascade Mountains.  Sultan School District includes the community of Sultan, Startup, and Gold Bar.  Students from Index attend Sultan High School.

Application Procedure:

Interested applicants should apply through our web-based application program and upload the required supporting documents at  https://sultan.cloud.talentedk12.com/hire/index.aspx Interested applicants must complete the application and attach the following documents:

• A letter of application addressing the qualifications and requirements of the position
• A current resume
• Two or more letters of recommendation (including current or former supervisors)
• Three confidential reference forms which will be completed electronically by your references
• Note: Current district employees need to submit only a letter of application on-line using the internal application process.
• Questions? Contact Crystal Plotkin in Human Resources, 360-793-9800, 514 4th Street, Sultan, WA  98294

This position's responsibilities are to provide a variety of office support to an assigned school or office, including receptionist activities and composing and typing correspondence and reports; record tracking, providing customer service, operating a computer, promoting school spirit and positive school climate, promoting positive public relations for the district, serving as a model of positive and effective behavior for students and staff and a variety of other support functions. 

ESSENTIAL FUNCTIONS: 

Depending upon the individual assignment, the Registrar performs all or a combination of several of the following duties:

• Performs data entry into district PowerSchool program.
• Serves as receptionist: greets students, parents, staff and the public; answers or refers telephone and in-person inquiries; takes messages; uses tact and confidentiality in dealing with sensitive matters; promotes positive public relations for the district.
• Provides a variety of clerical support such as typing correspondence, reports, and memoranda; composes correspondence as appropriate; maintains a calendar; creates and maintains files; takes minutes at meetings; prepares agendas; performs a wide variety of office support.
• Provides a variety of information about events, schedules, and procedures to serve students, staff and the public regarding the counseling center.
• Assists administrators and counselors in scheduling classes and registering students; sends for and receives student records; enters student registration data and assigns class codes; maintains student transcripts; processes student withdrawals; processes teacher grade reports.
• Maintains a variety of files and records as assigned, such as student lists, facility use permits, and other files and records as assigned.
• Opens and distributes mail.
• Provides first aid to ill and injured students in the absence of the school nurse or other office personnel.
• Serves as a model of positive and effective behavior for students and staff.
• Maintains inventory and records.
• Operates a computer and a variety of software packages such as word processing, excel spreadsheet, database, desk top publishing, and mainframe computer applications. Provides a variety of routine and custom reports as requested. May oversee the work of student assistants; provides guidance and training in office procedures.
• Provides office assistance to other administrators, teachers, specialists, and parent volunteers as time permits.
• Provides a variety of building and program services to create a positive learning and teaching environment.
• May supervise students in the office; monitors behavior; listens to student confidences; refers problems to administrators, counselors, teachers or specialists as appropriate.
• Serves as member of educational support team of the district; performs related duties consistent with the scope and intent of the position.

OTHER FUNCTIONS:

Data Collection, Analysis and Dissemination

Student data

1. Initial contact for new students and parents for enrollment and input registration data. Obtain school records from previous schools.
2. Provide parent/student access to PowerSchool student records access.
3. Work with Office staff to maintain accurate demographic information, especially current contact information.
4. Determine appropriate release of, and send student records to, other schools in accordance with WAC, district and building policies and procedures.
5. Coordinate student withdrawal process.
6. Act as liaison, and initial contact, between the building and the district office for PowerSchool, STAR, HomeRoom, and other electronic data collection tools.
7. Create custom screens and write object reports in PowerSchool, STAR, HomeRoom, and other electronic data collection tools as needed. Examples of reports:

• SHS transcript
• Withdrawal form
• Athletic-Academic Eligibility form
• AVID Academic Probation letter
• PowerSchool Parent letter, PowerSchool Student letter
• Proof of Enrollment letter
• SHS Registration forms, for each grade level

Transcripts

1. Input transcript information for new students including Running Start, Sno-Isle, and RAP students.
2. Process grade changes initiated by teachers.
3. Provide counselors, students, agencies, and colleges with class ranking report for purposes of scholarships, college applications, School Performance Reports, Gates Grant, etc.
4. Maintain spreadsheet showing which colleges senior transcripts have been sent.

Grading (Progress Reports and Final Semesters)

1. Prepare and disseminate grade reporting instructions, timelines, for staff.
2. Print and distribute grading documents/reports for faculty, parents, students, colleges, administration, and statistical reporting.
3. Run Low Grade report for athletic director, and notify students of eligibility status.
4. Ensure PowerSchool settings are correct for grading procedure: SHS grade scale, CIP codes, state course codes, credit types, etc.

Testing

1. Act as liaison, and initial contact, between the building and the district office for test data input, collection and identification of students. Assist with monitoring accuracy of data input.
2. Work with district and office staff to write and filter reports in ORS, AIRAST or other electronic data collection tools as needed for student testing.
3. Assist administrators and teachers with scheduling and supervision or student testing.
4. Input test scores.

Counseling Office Support

Clerical Tasks

1. Schedule appointments and maintain calendar for both counselors.
2. Act as liaison between school and representatives of all branches of the military. Schedule military representative campus visits.
3. Act as liaison between school and college representatives. Schedule visits and sign students up.
4. Oversee scheduling and notification of senior presentation time slots.
5. Assist with Turk Tracks distribution of information to staff and students.
6. Coordinate all field trip paperwork and transportation needs for students attending program (e.g. Sno-Isle, RAP, Pathfinder) interviews.

Scheduling

1. Provide data regarding student course requests to persons responsible for building a balanced and functional master schedule.
2. Input master schedule into computer and oversee scheduling production
3. Provide counselors with a master schedule as a reference guide in scheduling new students and implementing student scheduling changes.
4. As requested, assist in revising new process and forms for scheduling, resolving student scheduling conflicts, and the student conflict arena.

Course Catalog

1. Assemble materials for department chairpersons to update.
2. Help determine catalog/handbook format.
3. Edit and assemble materials for website.

MENTAL DEMANDS:

• Experiences constant interruptions.
• Required to deal with distraught or angry parents and students.
• Required to adapt to shifting priorities and to frequently re-channel work efforts.

PHYSICAL DEMANDS:

• Exposed to visual display terminal for prolonged periods.
• Dexterity and precision required in the operation of a computer.
• Required to care for ill and injured children, so exposed to diseases while serving in health room; exposed to bodily fluids in the health room and required to wear gloves as necessary.
• Ability to lift objects weighing up to 40 pounds.

POSITION MINIMUM QUALIFICATIONS:

• Ability to communicate effectively with students, staff and the public.
• Ability to provide customer service.
• Knowledge of office and clerical procedures.
• Values and promotes a team effort approach to address daily challenges.
• Keyboarding skill at 40 wpm.
• Ability to operate a variety of office machines.
• Ability to operate a computer and learn the operation of specific software programs i.e., Microsoft Office, PowerSchool, EDS.
• Knowledge of correct grammar, spelling and English usage.
• Ability to compose and format correspondence.
• Ability to set up and maintain accurate files and records.
• Ability to organize and set priorities for work.
• Ability to maintain strict confidentiality.
• Ability to model positive and effective behavior.
• Ability to establish and maintain effective working relationships with students, parents, staff and the public.
• Ability to follow directions.

EDUCATION, LICENSE, CERTIFICATION, FORMAL TRAINING:

• High school graduation or equivalent and training or experience in general office/clerical work.
• Experience dealing with school-aged children preferred.
• Valid first aid and CPR certification.

Bilingual Candidates (English/Spanish encouraged to apply)

BENEFITS OFFERED: For eligible positions, the district offers a competitive benefits package including Washington state health insurance coverage (SEBB), a Washington state retirement package, paid time off including sick leave, vacation pay, holidays, personal days, and bereavement leave. Generally, you are eligible for SEBB benefits if you are anticipated to work at least 630 hours per school year (September 1 through August 31).

The School Employees Benefits Board (SEBB) benefits include:

* Medical plans with prescription benefits * Long-term disability insurance

* Dental plans * Medical Flexible Spending Arrangement

* Vision plans * Dependent Care Assistance Program

CONDITIONS:   EMPLOYEES ARE HELD ACCOUNTABLE FOR ALL FUNCTIONS OF THIS POSITION.  The preceding lists of positions functions, qualifications and requirements are not exhaustive and may be supplemented as necessary.

Immigration Reform and Control Act Requirement:

The recommended applicant, if not a current  employee, will be required to complete an INS I-9 form and must provide proof of  employment eligibility.

Disclosure Statement and Background Check

Pursuant to Chapter 43.43, Washington Laws of 1990, the recommended applicant will be required to complete a disclosure form indicating whether he/she has been convicted of crimes against persons listed in the law.  In addition, a background check, based on fingerprints, will be requested from the  Washington State Patrol.

The Sultan School District #311 is an equal opportunity employer.  The district complies with all federal rules and regulations and does not discriminate on the basis of race, color, national origin, sex or handicap.  Inquiries regarding compliance procedures may be directed to the District Title IX Officer and/or Section 504 Coordinator, 514 4th ST, Sultan, WA  98294. Federal/State Criminal History Background Clearance will be required at applicant’s expense (employment status contingent on verification). The Sultan School District requires any employee hired in a position requiring a CDL to undergo a drug test as part of the employment process. Satisfactory completion of such a test is a condition

of employment.

Applicants are hereby notified that the Sultan School District is a weapon and drug-free work environment.