Administrative Student Record Specialist

** To be considered for this position, you must apply directly on our company website. https://ellensburg.schoolspring.com?jobid=5106579

Applications submitted through the job board alone will not move forward in the hiring process.

POSITION: Administrative Student Record Specialist

LOCATION: District Office

REPORT TO: Director of Student Services

PRIMARY FUNCTION:

The job of the Administrative Student Record Specialist was established for the purpose/s of being the point of contact and leader of data management and coordinator of data accuracy as related to the reporting to state and federal agencies, managing the student information database systems; providing instruction and advice to system users; analyzing problems and issues related to the Student Information System and related software; coordinating usage among all system users; and producing a wide variety of statistical reports. Monitors accuracy of all data reported to State and Federal agencies for compliance to agency requirements as it relates to students and teacher certification. Provides guidance/instruction to departments and buildings with regards to state reporting requirements. Manages security access to Skyward and EDS/OSPI.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

• Assists administration and office staff in complying with data changes for the purpose of ensuring accurate reporting requirements.
• Attends in-service, regional and state meetings (e.g. CEDARS, OSPI, SKYWARD) for the purpose of receiving information and maintaining current knowledge regarding state and federal reporting requirements.
• Leader in ensuring information is distributed to appropriate District staff and assists in interpreting its context.
• Compiles data from a variety of sources for the purpose of complying with legal, and/or administrative requirements.
• Complete employer required training (e.g. blood borne pathogens, first aid, safe schools training) for the purpose of receiving information and maintaining current knowledge regarding specific job and/or District, state, and federal rules, regulations, policies, procedures, and laws.
• Confirms home district information, tracking and upkeep of out-of-District students in Skyward for the purpose of accurate reporting.
• Confirms all student addresses and periodically audits to confirm students reside within Ellensburg School District boundaries.
• Creates a variety of reports and procedures for the purpose of distributing information and assisting teachers and other staff to help them monitor students for a variety of areas.
• Develops and prepares user materials for the purpose of providing instruction and reference.
• Identifies issues related to the student information systems and software applications for the purpose of resolving user problems..
• Coordinates with HR staff to manage staff tables and security access of all employees to the student information system and OSPI/EDS for the purpose of ensuring use by documented users and that access to the system as well as reported information is secured.
• Monitors data entry and performs weekly and monthly audits for the purpose of ensuring accuracy of information in Skyward, EDS, CEDARS
• Validating student data for 3rd party data management systems.
• Participates, co-leads and/or facilitates in meetings and workshops for the purpose of communicating student information system capabilities, new procedures, and/or accommodating district goals.
• Processes necessary paperwork and performs data entry on Skyward/Student Records System for the purpose of facilitating timely and accurate student enrollment when school is not in session or when requested.
• Prepares and submits monthly enrollment reporting P223, supports the building registrars in troubleshooting data inconsistencies.
• Responds to user requests for a variety of report options (e.g. assessment information, attendance, enrollment, discipline, LEP, LAP, Student Services, Nutrition Services, transportation, migrant, gradebook, activities/sports,training summaries, budgets, timelines, etc.) for the purpose of disseminating information to appropriate parties.
• Instructs District and site staff on the use of student information systems (e.g. new applications, upgrades, updates, etc.) for the purpose of ensuring proper and efficient use of the system.
• Supports building registrars when school is in session for the purpose of accurate input and reporting of student information following the established District guidelines.
• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Education:

BA Degree in at least one of the following areas: Business Administration, Information Management, Public Relations, or Communications. A combination of college coursework, technical training and related work experience may be considered in lieu of a degree.

Experience:

-Advanced experience with Skyward Student Information System preferred

-Job related experience with increasing levels of responsibility is desired

Knowledge, Skills and/or Abilities Required:

Skills: are required to perform single, technical tasks with a need to periodically upgrade skills in order to meet changing job conditions. Specific skill-based competencies required to satisfactorily perform the functions of the job include; using pertinent software applications.

Knowledge: Is required to perform basic math, including calculations using fractions, percent and/or ratios; read a variety of manuals, write documents following prescribed formats and/or present information to others; and understand complex, multi-step written and oral instructions.

Ability: Is required to schedule activities; often gather, collate, and/or classify data; and use job-related equipment. Flexibility is required to work with others in a variety of circumstances; work with data utilizing defined but different processes; and operate equipment using a variety of standardized methods. Ability is also required to work with adversity of individuals and/or groups; work with data of varied types and/or purposes; and utilizing a variety of job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is moderate. Specific ability-based competencies required to satisfactorily perform the functions of the job include: being attentive to detail; establishing and maintaining effective working relationships; communicating with persons with diverse technical knowledge and skills; maintaining confidentiality; and working with frequent interruptions.

Responsibility: Working under limited supervision following standardized and integrated practices

REQUIREMENTS:

• WSP/FBI fingerprint background check
• Washington State Sexual Misconduct Release Form
• Authorization and Release of Information form relating to prior employment
• Willingness to work additional hours as needed

CONDITIONS OF EMPLOYMENT:

• The current opening will be a classified, non-represented, Student Record Specialist position for a total of 40 hours per week, year-round, with holidays, vacation, sick leave, and salary in accordance with the Ellensburg School District Pro-Tech Terms and Benefits Agreement.

WORKING ENVIRONMENT:

• The usual and customary methods of performing the job functions require the following physical demands of occasional lifting, carrying, pushing and/or pulling, and significant fine finger dexterity.
• Generally the job requires sitting, walking and standing.
• The position is generally performed in a clean and healthy environment.

This job description is not an employment agreement or contract. Ellensburg School District administration has the exclusive right to alter this job description at any time without notice. The statement contained herein reflect general details as necessary to describe the primary functions of this job, the level of knowledge and skill typically required and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other functional areas to cover absences or relief, or equalize peak work periods or otherwise balance the workload.

260 day per year, Full-Time, Non represented- Protech position, Day shift, Monday-Friday

Ellensburg School District encourages workforce diversity and complies with all state and federal laws prohibiting unlawful discrimination.

Job Types: Full-time, Part-time

Pay: $27.77 - $32.83 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Retirement plan
• Vision insurance

Schedule:

• Day shift
• Monday to Friday

Work Location: In person

Salary : $28 - $33