Administrative Assistant to Principal/Registrar

EFFECTIVE: Immediately
8 hrs/day
204 days/year
Hourly, Non-exempt
Benefits Eligible: Yes
 

POSITION SUMMARY:
The Administrative Assistant & Site Registrar plays a vital role at Englewood Middle School, serving as both the central hub of front office operations and the primary manager of official student records. This hybrid position ensures efficient day-to-day office administration while managing all enrollment, registration, and academic recordkeeping processes. The ideal candidate is a proactive, detail-oriented professional with strong discretion who fosters positive, collaborative relationships across the school community.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Greet visitors, provide high-level customer service, and assist with translation needs in a supportive, student-centered alternative school environment.
• Manage main office communications, including answering and routing phone calls, managing voicemail, and maintaining community relations.
• Maintain calendars, organize schedules, and create and maintain office spreadsheets and forms.
• Coordinate student registration and pre-registration procedures, compile enrollment packets, establish workflows, and manage student check-in.
• Evaluate transcripts for transfer students and update academic schedules.
• Collect, manage, and verify accurate student data, permanent records, grade reports, cumulative files, and transcripts in compliance with district, state, and records retention policies.
• Coordinate October Count and end-of-year data collection, verification, and submission to ensure state and district compliance.
• Generate, analyze, and submit reports regarding enrollment, attendance, scheduling, academic progress, or other data as requested.
• Establish and manage employee files, maintain staff contact information, renew subscriptions, and provide support with HR paperwork.
• Review, edit, and approve weekly timesheets for support staff.
• Monitor and assist with substitute assignments through an online absence management system.
• Provide guidance, training, and troubleshooting on office equipment, systems, and processes.
• Support the Health Assistant with student needs as required.
• Establish positive rapport with students, staff, and families to proactively address concerns and remove barriers to student success.
• Perform other related duties as assigned or requested.

SUPERVISION/TECHNICAL RESPONSIBILITIES:
Provide assistance with interviews, training new hires, assigning and directing work, addressing complaints and resolving problems.

BUDGET AND/OR RESOURCE RESPONSIBILITIES: 
Maintain accurate recordkeeping.

The education/training/experience, license/certification, general expectations, physical demands, and work environment factors described below 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.

EDUCATION/TRAINING/EXPERIENCE: 
High school graduate or equivalent.
Working knowledge of MS Word, and/or Google Docs and Google Spreadsheets
Experience/knowledge of CDE (Colorado Department of Education) October Count procedures (preferred)
Experience/knowledge of Infinite Campus software: data entry/retrieval, ad hoc reporting (preferred)
Bachelor's degree (preferred).
Bilingual (preferred).
Three (3) years of job-related experience (preferred).
English fluency will be determined through the interview process.

LICENSES OR CERTIFICATIONS:
Valid Colorado Driver's License.
Current CPR and First Aid (preferred or willing to obtain upon employment).

GENERAL EXPECTATIONS: 
Demonstrates flexibility and adaptability in response to change.
Proficient in Google Suite and Infinite Campus
Effectively works with students from diverse backgrounds and abilities.
Collaborates well with supervisors and co-workers.
Capable of understanding and following both complex oral and written instructions.
Able to perform duties independently with minimal supervision.
Communicates effectively with the School District community.
Skilled in analysis, instruction, negotiation, coordination, communication, problem-solving, and interpersonal interactions.
Accuracy in comparing, computing, synthesizing, and evaluating information.
Meets attendance standards and works the necessary hours to fulfill essential responsibilities.
Maintains confidentiality.
Upholds a generally positive attitude.
Complies with all District policies and procedures.
Adheres to federal and state laws, regulations, and policies.

ESSENTIAL PHYSICAL REQUIREMENTS:
Frequent lifting 5 (five) to 10 (ten) pounds.
Occasional lifting of up to fifty (50) pounds.
Frequent sitting, bending, walking, and standing.
Occasional stooping, kneeling, squatting, and reaching.

WORK ENVIRONMENT: 
The noise level in the work environment is usually quiet.
Mostly clean and comfortable.

REPORTS TO: 
Principal or designee.

LOCATION: 
Englewood Middle School

COMPENSATION: 
Starting hourly rate from $23.14 to $26.18 per hour, depending on education and prior related experience.

ADDITIONAL INFORMATION:
New hires or rehires will be responsible for the fingerprint processing fee required for background checks through the Colorado Bureau of Investigation.

CLOSING DATE:
This position will close 5 days from the date of the posting or once the vacancy has been filled.

APPLICATION INSTRUCTIONS:
All interested and qualified applicants must complete an online application at https://www.englewoodschools.net/prospective-employees.  Incomplete applications and resumes received in lieu of applications will not be considered.  Selected applicants will be contacted for an interview. 

This job description is not intended to create any express or implied contract of employment or expectancy of continued employment for any definite term.
 

In compliance with Titles VI & VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, the Age Discrimination in Employment Act of 1967, the Americans with Disabilities Act, the Genetic Information Nondiscrimination Act of 2008 and Colorado law, Englewood Schools does not unlawfully discriminate against otherwise qualified students, employees, applicants for employment, or members of the public on the basis of disability, race, creed, color, sex, sexual orientation, marital status, gender identity, gender expression, religion, national origin, ancestry, family composition, or need for special education services. Discrimination against employees and applicants for employment based on age, genetic information, and conditions related to pregnancy or childbirth is also prohibited in accordance with state and/or federal law. Harassment, if it rises to the level described in state law, is a prohibited form of discrimination. To review Title IX policies and procedures, please click here. Inquiries or complaints may be referred to Dr. Rana Razzaque, Director of Opportunity, Access & Inclusion and Title IX Coordinator, 4101 S. Bannock St., Englewood, CO 80110, 303-806-2004 or may be filed directly with the Office for Civil Rights, U.S. Department of Education, 1244 North Speer Blvd., Suite 310, Denver, CO 80204. Complaints regarding violations of Title VII (employment) and the ADEA (prohibiting age discrimination in employment) may be filed directly with the Federal Office of Equal Employment Opportunity Commission, 950 17th St., Suite 300, Denver, CO 80202, or the Colorado Civil Rights Commission, 1560 Broadway, Suite 825, Denver, CO 80202.