Registrar/Administrative Assistant - Charlottesville Middle School (2026-27 School Year)

Job Title:

Registrar/Administrative Assistant Location:

Charlottesville Middle School Reports to:

Principal FLSA Status:

Non- Exempt Summary:

The Registrar/Administrative Assistant performs specialized administrative and technical tasks related to the maintenance of student records and files in our automated student information system (PowerSchool). These records include, but are not limited to, attendance records, immunization records, grades, and transfer information. The Registrar/Administrative Assistant will support administrative personnel with assigned duties.

Essential Functions:

Audits a variety of programs and processes (e.g., certify students for graduation) for the purpose of ensuring compliance with established policies, procedures, and/or education codes. Compiles a variety of reports and recommendations (e.g., graduation rate report, year-end reports, honor roll list, Principal's list, failing grade reports, progress reports, report card) for the purpose of providing accurate information Informs Administrators, School Counselors, and Technicians of possible student credit deficiencies or unusual placements (e.g., progress report and report cards to include grade verification rosters, failing list of students by grade level to counselors, calculates grade point averages on graduating students, incoming seniors, and incoming juniors) for the purpose of ensuring student success. Interprets and evaluates transcripts of incoming students (e.g., independent study grades) for the purpose of transferring grades and semester credit hours into the district student information system. Maintains a variety of files, documents, and student records (e.g., grades, transcripts, academic achievement records, etc.) for the purpose of documenting and/or providing reliable information relative to student records. Performs enrollment and unenrollment activities on the automated student information system and prepares and maintains permanent student records and cumulative folders for all students (e.g., requests records on new students, data entry of all student records) for the purpose of ensuring compliance with financial, legal, state, or federal requirements. Processes requests from students, other districts, colleges/universities, and/or employment agencies (e.g., transcripts, job verification, student course requests, attendance/graduation verification, etc.) for the purpose of providing required information. Responds to inquiries of staff, other educational institutions, the public, parents, and/or students (e.g., mail out transcripts, processing student withdrawals as needed) for the purpose of providing information and/or direction. Attends meetings/trainings as assigned (e.g., workshops, PowerSchool training, in-services) for the purpose of conveying and/or gathering information required to perform functions. Supports assigned administrative personnel for the purpose of assisting with their administrative functions.

Job Requirements:

Skills, Knowledge, and Abilities Skills are required to perform single, technical tasks, with a potential need to upgrade skills in order to meet changing job conditions. Specific skills required to satisfactorily perform the functions of the job include: operating standard office equipment, including using pertinent software applications; performing standard bookkeeping; planning and managing projects; and preparing and maintaining accurate records. Specifically, extensive knowledge of Power School is necessary. Ability to support the school master schedule technically is required (adding courses); gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with a variety of data; and utilize job-related equipment. In working with others, problem-solving is required to identify issues and create action plans. Specific abilities required to satisfactorily perform the functions of the job include: culturally responsive customer service, communicating with diverse students, families, and colleagues; maintaining confidentiality; meeting deadlines and schedules; working as part of a team; working with detailed information/data; and working with frequent interruptions.

Education/Experience:

High School diploma or equivalent. Job-related experience is required.

Physical Conditions:

Work is typically performed in a school office setting, primarily sitting at office equipment, with occasional walking throughout the school building. Lifting and carrying objects weighing up to 30 pounds is required. Frequent operation of computers, printers, and a variety of office machines is required. Regular, daily contact is made with school administrators, school counselors, teachers, students, parents, and the general public. Evaluation Performance will be evaluated by a School Administrator on the ability and effectiveness in carrying out the above responsibilities.

Contract Length:

12 months / 260 days