Secretary Attendance/Registrar @ West Valley School District chez West Valley School District

Position Summary

The Attendance Secretary/Registrar serves as the first point of contact at the West Valley Innovation Center, providing a welcoming and professional presence for students, families, staff, and visitors. This position is responsible for supporting daily office operations, maintaining accurate student attendance and records, managing enrollment and transcript requests, and assisting with related duties for the West Valley Virtual Academy. The role requires strong organizational skills, attention to detail, and effective communication to ensure smooth operations and excellent service to students and families.

Key Responsibilities

Front Office & Communication

• Greet and assist students, families, staff, and visitors in a friendly, professional manner.
• Answer and direct phone calls, respond to emails, and provide information regarding attendance, enrollment, and student records.
• Maintain a welcoming, efficient, and organized front desk environment.

Attendance & Student Records

• Monitor and record daily student attendance, including absences, tardies, and early dismissals.
• Communicate with families regarding attendance policies, absences, and follow-up documentation.
• Maintain accurate student records in compliance with district, state, and federal guidelines.
• Process transcript requests, enrollment and withdrawal paperwork, and student record updates.

Office & Administrative Support

• Assist with scheduling, communication, and coordination for substitute teachers.
• Provide clerical and administrative support to office staff and administrators, including filing, data entry, copying, and correspondence.
• Support school operations such as distributing mail, maintaining office supplies, and organizing documents.
• Assist with event preparation, scheduling, and communication for Innovation Center and WVVA programs.
• Collect, organize, and report on data related to attendance, student achievement, and programs.

Enrollment & WVVA Support

• Assist with student enrollment, transfers, and withdrawals, ensuring accurate documentation and timely processing.
• Support West Valley Virtual Academy with student records, attendance, and communication needs.
• Coordinate with district staff to ensure accurate reporting and data entry across systems.

Other Duties as Assigned

• Assist with safety procedures, including visitor check-in and emergency communication as needed.
• Provide backup coverage for other office staff when necessary.
• Carry out other tasks aligned with the role to support the success of the Innovation Center and WVVA.

Qualifications

• High school diploma or equivalent required; additional coursework in office administration preferred.
• Previous experience in a school office, registrar, or administrative support role strongly preferred.
• Strong organizational skills and attention to detail.
• Proficiency with office software (Word, Excel, Google Suite) and student information systems (Skyward preferred).
• Excellent communication and interpersonal skills, with the ability to work effectively with students, families, and staff.
• Ability to maintain confidentiality and comply with FERPA and district policies.
• Flexibility, reliability, and a positive attitude in a fast-paced environment.

Healthcare Benefits (SEBB): (All Employees who work 630 hours per school year are eligible.)
• Medical Insurance
• Dental Insurance
• Vision Insurance
• Life Insurance
• Long Term Disability
Additional Benefits:
• Washington State Retirement (PERS, SERS & TERS)
• Paid Leave:
- Paid Holiday (260-day employees and bargaining groups that have holidays included within their CBA)
- Sick Leave
- Personal Leave
- Vacation (260-day employees only)
• Employee Assistance Program (EAP)