Pay Grade: Y (Non-Exempt Salary Schedule)

Department: Business Services

Accountable To: Student Data Manager

FLSA Status: Non-Exempt

Calendar: 261 Days

Creation/Revision Date: January 29, 2024

Summary:

Under general direction, incumbent(s) completes the registration and performs data entry into school-related systems and databases. Incumbents are responsible for processing and providing specialized and detailed student registration information and documents to parents, school, and district staff. Makes final checks on various types of data and reports, obtains supporting documentation, researches errors, and completes corrections as required. Possesses advanced and specialized technical knowledge of Student Management System. Performs one or more of the following functions: reviewing student data and documentation; and, answering questions or providing assistance in a specialty area.

Essential Functions:

• Handles registration of students, such as verifying legal documentation, assisting parents/guardians with completing required documents, and verifying school attendance boundaries.
• Provides notarial services to parents to satisfy legal requirements for proof of identity and proof of residence.
• Sends appropriate information to receiving school and district departments.
• Gives parent/guardian registration ticket that communicates to school sites that their student has successfully enrolled and provides parent/guardian with information about receiving school.
• Performs data entry into the Student information system (Synergy) and other databases, including enrollment information, student data, parent/guardian information, and emergency contacts. Scans all supporting documentation for the electronic student record. Securely transfers all student records to the appropriate school site and specialized programs.
• Conducts regular audits of student information (both electronic and hard copy) and makes corrections and adjustments in Synergy that are necessary for accurate student data and information including adding or correcting student data such as FTE, program code, tuition payer code, grade, State ID number, birth state, birth country, birth date, address, gender, track, race and ethnicity, entry code, entry date, withdrawal code, withdrawal date, parent/guardian entries, etc. Generates reports and other documentation for reporting purposes and reviews for accuracy.
• Identifies the need for professional development and/or support to school sites.
• Analyzes immunization records for compliance as required by AZ Health Services from various sources such as foreign countries and other states. Accesses the Arizona Health Department’s computer immunization registry (ASIIS) to obtain immunization records to assist parents with documentation of compliance. Provides parents with resources and clinic information when a child lacks any required immunization doses.
• Interprets custody documents provided by parent/guardian to determine appropriate rights and registration privileges. Provides resources to parents/guardians who lack appropriate custody documentation. Provides information and support to parents, school, and district office employees regarding district, state, and federal requirements that impact student enrollment into public school. Respects and preserves the privacy and security of confidential student and parent information.
• Assists Student Records Department with processing cumulative student files to be archived. Assists Student Records Department with incoming and outgoing student records and sends them to the appropriate school or district. Receives and distributes completed requests from parents or adult students.
• Assists Student Data Manager with reconciliation of student data in AzEDS to ensure correct ADM funding such as birth date, gender, State ID number discrepancies, 40th and 100th day ADM reports, concurrent enrollment reports, integrity status reports, and drop out tracker reports.
• Meet with legal counsel to keep up-to-date with district and state policies regarding custody. Meet with other lead district personnel to stay up-to-date on items such as McKinney-Vento policies, immunization requirements, and policies, special education requirements and policies, etc.
• Performs other job related duties as assigned.

Required Qualifications:

To be eligible for this position, an applicant must meet the following required qualifications. In addition, verification of these required qualifications is necessary.

• High School diploma or equivalent (G.E.D.) before being hired;
• Two years of school office-related experience.
• Ability to become a registered user of ASIIS (AZ Dept. of Health Services immunization registry)
• Ability to obtain Notary Certification from Arizona Secretary of State
• 18 years of age or older
• Proficient in reading and writing the English language

Preferred Qualifications:

It is preferred that applicant possess the following preferred qualifications; however, the following qualifications are not required to be eligible for this position.

• Student Information System experience (Synergy preferred)
• Proficiency in the Spanish language

Knowledge and Skills Required:

To perform the job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications for this job description are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Skills required, but not limited to, for this position include:

• Using computer software related programs;
• Demonstrating office principles and procedures, including file maintenance and filing procedures;
• Collecting and analyzing data;
• Maintaining student records;
• Knowing district policies and procedures;
• Knowing applicable federal and state laws;
• Applying problem-solving techniques;
• Maintaining confidentiality of student information;
• Understanding of education-related programs;
• Understanding Federal Privacy Act;
• Knowing federal and state reporting practices;
• Using computer software related programs, including Microsoft Word, Excel, School Site Locator, Edulog, and Synergy;
• Engaging and encouraging communication skills while interacting with supervisors, staff, students, parents/guardians, etc. to exchange information.

Physical Requirements:

The physical requirements described here 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.

While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, feel and talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl and taste or smell. The employee must regularly lift and /or move up to 10 pounds, frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include Close vision, Distance vision, Peripheral vision, Depth perception, and the ability to adjust focus.

Working Conditions:

The working environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to work near moving mechanical parts; toxic or caustic chemicals; risk of electrical shock and vibration. The noise level in the work environment is usually moderate.

Washington The Elementary School District is an Equal Employment Opportunity Employer in compliance with Title VI of the Civil Rights Act of 1964, Civil Rights Act Title VII of 1972, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act (ADA) of 1990. Washington Elementary School District does not discriminate on the basis of race, color, religion, national origin, sex, sexual orientation, gender identify or expression, disability or age in employment or in any of its educational programs or in the provisions of benefits and services to students. For information regarding discrimination grievance or complaint procedures contact the Executive Director for Human Resources at 602.347.2801.