Selection for interview is based on evaluation of complete application file. Employment offer is based on employee evaluations, discipline history and attendance records, training and experience, references, and interview results. Hourly rate placement contingent upon verification of related WA public school experience.

This position is included in the classified staff non-supervisory bargaining unit. Union shop requirements and the Collective Bargaining Agreement apply to this position.

Employment contingent upon completion and verification of form information and background check with fee to be paid by applicant.

Pay for contracted classified employees is distributed once/month on the last business day of the month. Pay for employees who work less than full year is spread through August. Questions concerning pay processes may be directed to the Personnel Office.

Eligibility for SEBB medical, dental, vision, life insurance, AD&D, and LTD if anticipated to reach 630 hours in the school year. Eligibility for retirement based on 3.50 hrs/day or more for 5 or more consecutive months. Optional tax-sheltered annuities: Omni 403(b) and Deferred Compensation Plan. Personal leave, vacation leave (260-day employees only), and sick leave prorated based on FTE.

MOUNT VERNON SCHOOLS

NCTA Secretary III - Registrar / Attendance Specialist

AFFILIATION: MESA

SALARY LEVEL: Salary Schedule A

REPORTING RELATIONSHIP: Building Principal and / or Certificated Teacher

Work Year: 200 Days/year, 8 hours/day

POSITION SUMMARY:

The Secretary III – Registrar/Attendance Specialist serves as the primary coordinator for student registration, attendance, records management and state reporting for Northwest Career & Technical Academy. This position maintains accurate student information, supports enrollment and withdrawal processes, coordinates communication with sending school districts, families and staff, and ensures compliance with state reporting requirements for regional Skills Centers and Open Doors programs.

The position requires exceptional organizational skills, confidentiality, customer service and the ability to manage multiple priorities in a fast-paced educational environment.

Minimum Qualifications

• High school diploma or equivalent; Associate degree preferred.
• Three (3) years of increasingly responsible clerical or secretarial experience, preferably in a school setting.
• Experience with student information systems (Skyward/WSIPC preferred).
• Strong proficiency with Microsoft Office, Google Workspace and database systems.
• Ability to learn state reporting requirements and enrollment procedures.
• Strong written and verbal communication skills.
• Bilingual (English/Spanish) preferred.
• Ability to maintain confidentiality of student records.
• Ability to establish positive working relationships with students, families, staff and partner school districts.

Essential Duties and Responsibilities

Student Registration & Records

• Coordinate all student enrollment, registration and withdrawal processes.
• Maintain cumulative student records in accordance with state and federal regulations.
• Request, receive and transmit student records to and from sending school districts.
• Maintain accurate demographic, enrollment and program participation information.
• Process transcript requests and maintain official student transcripts.
• Coordinate student records for graduates and withdrawn students.
• Ensure compliance with FERPA and records retention requirements.

Attendance Management

• Maintain accurate daily attendance records for all NCTA and Open Doors students.
• Monitor attendance trends and communicate concerns with administrators and student support staff.
• Process attendance corrections and maintain documentation.
• Coordinate attendance communication with students, families and sending school districts.
• Generate attendance reports for staff, administration and state reporting.
• Assist with attendance intervention processes as assigned.

Student Information Systems

• Maintain accurate student information within Skyward and other district systems.
• Update addresses, contact information, emergency contacts and enrollment changes.
• Verify student schedules, course enrollments and program placements.
• Support state reporting requirements related to enrollment, attendance and student data.
• Assist staff with student information system questions and troubleshooting.

Skills Center & Open Doors Support

• Coordinate enrollment documentation for Skills Center and Open Doors students.
• Assist with interdistrict enrollment documentation and communication.
• Support student eligibility verification.
• Maintain records required for CTE funding and Open Doors compliance.
• Prepare enrollment and attendance reports for OSPI and district administration.
• Assist with student orientation and onboarding.

Customer Service & Office Support

• Serve as a primary point of contact for students, families and partner districts regarding registration/enrollment.
• Answer questions regarding enrollment, attendance, schedules and student records.
• Prepare correspondence.
• Assist administrators with confidential records and reports.
• Support reception and office operations as needed.
• Coordinate communication regarding enrollment deadlines, registration and student documentation.

Reporting & Data Management

• Prepare reports for district leadership, OSPI and partner districts.
• Verify data accuracy prior to state submissions.
• Assist with student count days and enrollment verification.
• Support audit requests and records reviews.
• Maintain accurate electronic and paper filing systems.

Other Duties

• Assist with office projects that support school operations.
• Participate in district professional development as appropriate.
• Perform related duties as assigned.

Knowledge, Skills and Abilities

• Exceptional organization and attention to detail.
• Strong customer service orientation.
• Ability to prioritize multiple tasks and deadlines.
• Ability to exercise sound judgment and discretion.
• Ability to work independently while collaborating effectively with a team.
• Knowledge of office procedures and recordkeeping practices.
• Ability to communicate effectively with diverse populations.
• Commitment to maintaining confidentiality.

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Language Skills:
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports and correspondence.
• Ability to speak effectively with patrons or other employees and students.
• Verbal and written Bilingual (English/Spanish) skills preferred.
• Mathematical Skills:
• Ability to add, subtract, multiply and divide in all units of measure, including whole numbers, common fractions and decimals.
• Ability to compute rate, ratio, and percent and to draw and interpret graphs.
• Reasoning Ability:
• Ability to apply commonsense understanding to carry out instructions furnished in written, oral or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.
• Other Skills and Abilities:
• Ability to operate a personal computer and related software.
• Ability to interact positively with school and community.
• Ability to communicate clearly and concisely, both orally and in writing.
• Ability to develop effective working relationships with students, staff and the school community.
• Ability to perform duties with awareness of all district requirements and Board of Education policies.

CONDITION OF EMPLOYMENT:

• Criminal background clearance
• Professional experience verification

PHYSICAL DEMANDS:

The physical demands 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 duties of this job, the employee is almost continuously required to sit, and talk or hear. The employee is occasionally required to walk and stand. The employee is occasionally required to reach with hands and continuously will repeat the same hand, arm or finger motion many times as in typing. Specific vision abilities required by this job include close vision, and the ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is acceptable to this particular environment. However, the noise level can vary depending upon daily activity but will still remain within the acceptable noise level range. The employee continuously is interacting with the public, staff and students. The employee frequently will be required to meet multiple demands from several people.

The information contained in this job description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position.