Student Information Assistant I

Required

• Any combination of education and experience equivalent to graduation from high school or possession of a General Equivalency Diploma (GED) certificate.
• One (1) year of experience in general office administration at the office assistant level or above.
  • Advanced degree(s) beyond the minimum degree requirement in a relevant field may be considered for some experience.
• Knowledge of office procedures and database management methods and practices related to student information including confidentiality requirements.
• Knowledge of Division regulations, policies, procedures, and processes focused on student enrollment and student records maintenance.
• Knowledge of, or ability to learn applicable county, state, and federal laws and regulations.
• Proficiency in the use of technology and ability to learn associated software applications.
• Attention to detail, with skill in organization and identifying process efficiencies.
• Ability to process automated data, maintain data files, audit information, retrieve information, and produce reports.
• Ability to multitask, work in a busy office environment, and apply time-management skills.
• Ability to develop and maintain effective working relationships with culturally diverse students, families, school staff members, and community members.
• Ability to communicate effectively, both orally and in writing.

Preferred

• School-based office experience.

1. Performs a variety of technically-oriented and confidential tasks related to student information processing, data entry, and reporting as the primary operator of SIS software.
2. Enters and updates information on each student in SIS including, but not limited to, registration documents, health/immunizations, grades, withdrawals, transfers, and demographics.
3. Verifies completion of enrollment and eligibility (such as residency, health records/immunizations, birth certificate, grade level, custody, home language, previous school records), complying with requirements and guidelines.
4. Processes student withdrawals/transfers and receives incoming and transfers outgoing student files to and from schools, ensuring documentation is complete to include transcripts and end-of-year report cards.
5. Maintains student filing systems to include legal control records and action documents, such as parental custody orders and/or legal guardianship and communicates any status changes to school administrators.
6. Ensures accurate entry of all student needs into SIS to include English for Speakers of Other Languages, advanced academic programs, special education services, and 504 plans and communicating these assigned areas to appropriate teachers and specialists.
7. Carries out all duties related to student registration to include acting as the first point of contact for families of new and/or incoming students.
8. Participates in kindergarten orientation activities such as preparing and providing orientation invitations and registration packets, maintaining a database of potential students, and responding to community inquiries.
9. Provides and collects multiple forms to and from families, updating information in SIS as needed, such as emergency care, address verification, transportation requests, and opt-out forms.
10. Supports administrator and staff in teacher/student scheduling as the primary operator of SIS in performing high-volume data entry of students' class assignments.
11. Performs scheduling tasks necessary for the opening, operating, and closing of each school year to include end-of-year processing for students.
12. Verifies accuracy and completion of quarterly grading processing.
13. Audits system information for errors and resolves data issues.
14. Formats and retrieves student information for requested standard and ad hoc queries for a variety of reports to include annual reporting to external agencies (county, state, and/or federal).
15. Monitors membership report in education decision support library (EDSL), performs daily queries, and ensures membership is certified by principal each month.
16. Compiles and types a variety of materials and correspondence required for administrative support or student records.
17. May serve as a backup for office operations such as front office/greeter, clinic room aide, and/or time and attendance processor (TAP) as required by operational necessity.
18. Performs related duties as required or assigned.