Student Information Assistant II (Pending Available Budget Resources)

Qualifications

Required
Any combination of education and experience equivalent to graduation from high school or possession of a General Equivalency Diploma (GED) certificate.
Three (3) years of experience in general office administration, one (1) year of which shall have included working as a student information assistant (elementary), student services assistant, or equivalent level.
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 county, state, and federal laws and regulations related to the assigned office.
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 complex monthly and/or ad hoc reports.
Ability to multitask, work in a busy office environment, and apply time-management skills.
Ability to establish and maintain collaborative 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.

Major Duties/Essential Functions

Performs a variety of technically oriented and confidential tasks related to student information processing, data entry, and complex data and/or statistical reporting as the primary operator of SIS software.
Enters and updates information on each student in SIS including, but not limited to, registration documents, quarterly grades, withdrawals, transfers, schedule changes, transcript updates, and grade point averages.
Processes student school 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.
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 a school administrator.
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 administrator or counselor.
Builds transcripts for new incoming students to ensure end-of-year transcripts are accurate.
Processes and verifies student grades, performing monthly audits in collaboration with the Department of Information Technology to ensure completeness and accuracy for student transcripts.
Tracks necessary attendance data and completes attendance reporting as assigned.
Creates, edits, and maintains the current and future master schedule, assisting the director of student services with problem-solving related to the manipulation of scheduling to resolve issues.
Performs scheduling tasks necessary for the opening, operating, and closing of each school year to include end-of-year processing for seniors.
Reviews system information for errors, performs multiple monthly audits, and records and resolves data issues.
Formats and retrieves information for requested standard and ad hoc queries for a variety of reports and statistical arrays adhering to school division directives and state guidelines relating to the confidentiality of student information data.
Monitors membership report in education decision support library, performs daily queries and ensures membership is certified by principal each month.
Assists office staff/registrar in the collection of registration documents from families with new and/or incoming students during peak times.
Performs related duties as required or assigned.
In a department:
Schedules, maintains confidentiality of, and performs data capture and control operations related to students assigned to special education, ESOL, alternative programs, or general education programs.
Maintains correct data files and cross-references.
Retrieves, reviews, and modifies existing data.
Reviews system information for errors.
Generates weekly and/or monthly reports.
Coordinates communication to schools and program staff regarding the data processing information, adhering to school division directives and state guidelines relating to the confidentiality of student information data.
Prepares manuals and documentation and participates in providing professional development.
Responds to, tests, and implements changes in procedures due to the new computer system and software development.
Performs related duties as required or assigned.