Middle School Secretary/Registrar

PORT TOWNSEND SCHOOL DISTRICT

Human Resources

Position Opening Announcement: School Secretary, 8 Hr./Day, 201 Day/Year

Blue Heron Middle School

2026-27 School Year

Posting Date: May 28, 2026 Posting No. 2026-31

JOB SUMMARY: This position co-coordinates the operation of the school office; provides varied public relations and support services for students, parents, staff and the public; and serves as secretary to the Principal. This position requires strong working knowledge of, or the ability to quickly develop strong working knowledge of, the district's student information system, currently Skyward. The Registrar/ASB, Sports and Activities/Student Records Secretary plays a key role in maintaining accurate student records, supporting scheduling and enrollment processes, generating reports, and helping staff navigate SIS-related questions. This person must be able to troubleshoot problems, learn new systems and procedures, and work closely with colleagues across buildings, the district office, and our local Educational Service District to resolve SIS challenges and support continuous improvement. This position is subject to the Collective Bargaining Agreement, SEIU Local 925.

GENERAL DUTIES AND RESPONSIBILITIES:

• Manages the operation of the Blue Heron Middle School office. Greets parents, students and visitors entering the office and promotes positive relations and provides assistance. Answers the telephone and responds to inquiries; researches data to provide information concerning school programs as requested. Serves as a first source of information for inquiries, routines and emergencies.
• Functions as registrar for BHMS; maintaining accurate student records in district's student information system (currently Skyward) and other reports, including enrollment, scheduling, grades, report cards award certificates, and other reports/student records connected to BHMS operations.
• Serves as secretary to the principal by preparing necessary community correspondence such as newspaper ads and releases, schedules for special events, scheduling appointments, etc.
• Serves as a key school-based point of contact for Skyward/SIS questions and troubleshooting, working collaboratively with middle school staff, district office staff, staff in other buildings, and representatives from the local Educational Service District to resolve issues and strengthen consistent practices;
• Engagement in ongoing learning related to Skyward/SIS procedures, state reporting requirements, student records, scheduling, transcripts, and other registrar functions.
• Maintains confidential and accurate student cumulative files/records, office and school files. Facilitates staff in completion of required paper work and use of equipment.
• Maintains and coordinates school programs such as orientation, student registration, opening and closing of school, school pictures, and other related community/school services and activities; and related paperwork such as report cards and parent notifications.
• Maintains the middle school athletic online registration program (currently Final Forms), monitoring for compliance with WIAA and district registration requirements; collaborate with athletic director regarding needs
• Assists the school nurse to coordinate field trips, contacts parents and/or makes arrangements to transport ill or injured students as necessary; provides basic first aid medical care as needed; Follows and supports student health plans, gives medication as directed by school nurse and health plans.
• Supervises student office assistants and volunteers. Supervising students in the office, monitoring student behavior.
• Coordinates maintenance requests; arranges for office equipment repair as necessary.
• Coordinates in budgetary process: requisitions, orders, receives, distributes, inventory of school supplies, etc. Responsible for accuracy of monetary/fee transactions and all deposits from the middle school office.
• Serves as a key member of the schoolwide emergency response team by updating emergency maps, procedures, etc.
• Coordinates classified and certificated substitutes.
• Reviews outgoing correspondence for signature, format, typographical accuracy, compliance with procedural instructions.
• Ability to cover attendance secretaries duties, such as weekly communications, website updates, attendance, etc. as needed.
• Performs any and all other school or program related duties as assigned by the building

REPORTING RELATIONSHIPS:

Reports to the school Principal.

CONDITIONS:

The Blue Heron Middle School office is a very busy place and often the first interaction visitors have in our school, therefore it often provides a first impression to visitors. A positive and welcoming attitude is required at all times. This position is in the "hub" of the school and interacts with our many excellent educators, students, parents and community volunteers on a constant basis. A commitment to working as an effective member of the BHMS office team, and to support our students, families and staff. This position is required to always be calm and collected; to visually concentrate on detail and be dexterous and precise; experiences interruptions and phone calls; is required to deal with distraught parents, students, and staff; and may be exposed to infectious diseases carried by students.

MINIMUM QUALIFICATIONS:

Basic Skills

Computer data entry (including word processing and spreadsheets); typing at 70 wpm; filing; spelling; punctuation; grammar; telephone answering skills; operate a variety of office machines; maintain a high degree of confidentiality; relate to students, staff and parents in a professional manner; be a part of a cooperative, productive office team.

Education and Experience

High school education or equivalent and three years of office experience; experience in dealing with children, their parents and the public; demonstrated ability to work with middle school aged children.

Knowledge, Skills and Abilities (District reserves right to test skills)

• Knowledge of Skyward procedures, or the ability to quickly learn and accurately use the district's student information system.
• Ability to troubleshoot SIS-related problems, ask clarifying questions, seek support when needed, and follow issues through to resolution.
• Ability to build and maintain positive, professional working relationships with colleagues across school buildings, district departments, and the local Educational Service District.
• Ability to engage in continuous learning as SIS processes, reporting requirements, and district procedures change.
• Knowledge of general secretarial procedures.
• Knowledge of general registrar procedures.
• Knowledge of correct grammar, spelling, and English usage.
• Knowledge of general bookkeeping procedures; ability to maintain accounting ledgers.
• Knowledge of WESPaC Skyward procedures.
• Keyboarding skill at 70 wpm.
• Skill in operating general office machines.
• Skill in written and oral communication.
• Ability to operate a computer and various software programs using spreadsheet, word processing and data base applications.
• Ability to set up and maintain an accurate filing system.
• Ability to attend to detail and follow tasks through to completion.
• Ability to organize and set priorities.
• Ability to work effectively under pressure and remain flexible to changes in situations or assignments.
• Ability to work independently with minimal supervision.
• Ability to maintain confidentiality.
• Ability to establish and maintain effective working relationships with students, parents, staff, and the general public.

CONDITIONS OF THE JOB:

Required to visually concentrate on detail, be dexterous, and precise; experiences constant interruptions; required to deal with distraught parents/students; exposed to infectious diseases carried by students. Job may be considered demanding due to accountability to inflexible deadlines as required by school, district and state authorities.

WORK SCHEDULE:

Eight hours per day.

Hours will be approximately 7:00 a.m. until 4:00 p.m. (including an unpaid 1 hour lunch)

Salary Range: 2026-27 Salary $27.54- $34.21 per hour, depending on school district or comparable experience, and in accordance with the SEIU negotiated contract.

BENEFITS:

Benefits include Sick Leave, Vacation Leave, Family Sick Leave, Bereavement Leave, Medical, Dental, Vision, AD&D, and Basic Life insurance coverages. Retirement is through the WA State Department of Retirement, plans available: SERS Plan 2 or SERS Plan 3.

Applications for this position will be accepted until filled. Incomplete applications will not be considered. Application materials are available online at

A COMPLETED APPLICATION FOR EXTERNAL APPLICANTS INCLUDES:

• Completed Port Townsend School District application form
• Letter of application stating specific qualifications for this position
• Resume
• Letters of recommendation from previous supervisors

For application questions contact:

Kate Santerre, Administrative Assistant or

Carrie Ehrhardt, Executive Director of Human Resources

Port Townsend School District #50

Gael Stuart Building, 1610 Blaine St

Port Townsend WA 98368

...

WE ARE AN EQUAL OPPORTUNITY EMPLOYER

Port Townsend School District No. 50 complies with all federal and state rules and regulations, and does not discriminate in any programs or activities on the basis of race, creed, religion, color, immigration status, national origin, age, honorably discharged veteran or military status, sex, sexual orientation, gender expression or identity, marital status, the presence of any sensory, mental or physical disability, or the use of a trained dog guide or service animal by a person with a disability. Further, the district will provide equal access and opportunity to meet to the Boy Scouts of America and all other designated youth groups listed in Title 36 of the United States Code as a patriotic society. The following employee(s) have been designated to handle questions and complaints of alleged discrimination:

Compliance Coordinator for State Law (RCW 28A.640/28A.642) and Title IX Coordinator: Carrie Ehrhardt, 1610 Blaine St. .... Section 504/ADA Coordinator: Shelby MacMeekin, 1610 Blaine St. ....

NOTE: New employees who will have unsupervised access to children must complete a satisfactory fingerprint check with the Washington State Patrol and the FBI. Employment will be considered temporary and conditional pending a satisfactory background check. There will be a $50.00 processing fee.

An Equal Opportunity/Affirmative Action Employer