Central Registrar - Residency Coordinator - Facilities Scheduler

The Chelmsford Public Schools is now accepting applications for the following anticipated vacancy. The District reserves the right to change this vacancy or not fill this vacancy based on further staffing changes, enrollment, or budget.

Position: Central Registrar/ Residency Coordinator/ Facilities Scheduler Location: Business Office Chelmsford Public Schools Reports To: Director of Business and Finance Start Date: September 01, 2026 FTE: 1.0 Terms of Employment: Calendar Year; Non-Exempt Position

General Overview: Under the direct supervision of the Director of Business and Finance, the Central Registrar/ Residency Coordinator/ Facilities Scheduler is to provide coordinated service for or staff, families, and the public in the areas of the students and families of the Chelmsford Public Schools.

Qualifications:

1. High School plus additional broad specialized training equal to two years of college from an accredited college or university.
2. A minimum of three (3) years'' successful experience in executive, administrative or professional support positions, preferably in a public-school setting.
3. Demonstrated knowledge of school department administration operations at the school and district levels.
4. Demonstrated ability to edit or write first draft documents for district level communications.
5. Evidence of high-level communication skills with staff, parents, administrators, school committee members and the public.
6. Excellent communication and collaboration skills, including speaking and writing, and including the effective utilization of computers, technology and information management tools (Microsoft Office preferred, Follet/ Aspen X2 preferred, SMART EDU preferred, MUNIS preferred).
7. Excellent organization and interpersonal skills with the ability to muti-task and complete assignments in a timely manner.
8. Demonstrated ability to work independently to complete multiple tasks in a timely manner and to set priorities in a dealin- based environment.
9. Good judgement, problem solving skills and the ability to maintain objectively and fairness in dealing with people.
10. Willingness to perform all duties with transparency.
11. Citizenship, residency or work VISA in the United States required.

Responsibilities: The Central Registrar/ Residency Coordinator/ Facilities Scheduler will assist the Director of Business and Finance in aspects of the school district including, but not limited to the following:

Central Registrar:

1. Register incoming students. Input student information accurately in the X2 (Follet/Aspen) districtwide Student information Management System.
2. Review student registration packet with parent/ guardian, streamline information (literacy and home language survey) background checks (in coordination with Human Resources), identify needs of student and notify administration and counselors of identified concerns.
3. Request records from previous schools: scan original records, verify student enrollment and correspond via enrollment verification letters.
4. Work directly with the CPS ITCS Data Analyst to track all incoming and withdrawing students for October count.
5. Coordinate kindergarten and fall registration.
6. Compile enrollment online (packet) material.
7. Work directly with the district''s Coordinator of Nursing to coordinate accurate health records and parent reminders.
8. Assist in resolving complex residency, admissions and registration issues in compliance with school committee policies.
9. Coordinates with school secretaries and (data) clerks to ensure validity of student data.
10. Follows up with parents/ guardians for missing and incomplete records.
11. Sends completed student registration packets (paperwork) to individual schools.
12. Distributes work permits with completion of required documentation.

Residency Coordinator:

13. Prioritize incoming residency investigation requests from principals of students.
14. Oversee the residency investigation process for current and prospective students. Coordinate efforts between school personnel (truancy officer, principals and secretaries) to monitor investigations through completion.
15. Report the final result of each residency inquiry to the building principals.
16. Act as liaison between the school department and related local and state agencies.
17. Act as liaison between the school department and the related hotels and displaced families.
18. Comply with the completion and filing of required local and state reports regarding homelessness and foster categories.

Facilities Scheduler:

19. Schedule all use of facilities requests for school buildings and grounds (i.e. gyms, classrooms, cafetarias)
20. Maintain calendar of all rental events utilizing the Smart EDU software.
21. Create, maintain and track invoice payment for outside facility users.

Clerical:

22. Inventories office supplies and orders for replenishments (some central office supplies, paper for school buildings as requested by the building custodian).
23. Disseminates (process) mail and communications both incoming and outgoing.
24. Maintains office equipment such as copiers, scanners, confidential fax, etc; and monitor postage meter and refill as needed.
25. Performs such other duties as may be assigned from time to time by the Director of Business & Finance.