Enrollment and Records Specialist

Job Title: Enrollment and Records Specialist

Department: Student Services

Reports To: Director of Attendance Compliance

Compensation: $25.85 per hour (estimated $53,978 annually)

TRS Classification: Non-Classified

Summary:

The School Enrollment and Records Specialist plays a vital role in managing the

enrollment process and maintaining accurate student records. You will be responsible for

efficiently handling student admissions, and registrations, and maintaining their academic records.

This position requires exceptional organizational skills, attention to detail, and a customer-

focused approach. The School Enrollment and Records Specialist will collaborate with various

stakeholders, including students, parents, teachers, and administrative staff, to ensure a smooth

enrollment process and the accurate maintenance of student records.

Essential Duties and Responsibilities include the following. Other duties may be assigned:

Student Enrollment and Admissions:

• Facilitate the enrollment process by assisting prospective students and their families with applications, inquiries, and required documentation.
• Review and verify student enrollment applications to ensure they are complete and comply with school policies and guidelines.
• Correctly align and store incoming documents within the Student Information System.
• Coordinate with the admissions committee to assess eligibility and communicate enrollment decisions to applicants.

Student Records Management:

• Ability to request all records from various districts to ensure guidelines and regulations regarding sending and receiving school records are met.
• Select, gather, and share data related to the student’s cumulative file.
• Review student withdrawals to ensure transfers to another district have been fully completed and properly documented, including verification of enrollment where applicable.
• Maintain and update student records in accordance with established procedures, ensuring data accuracy and confidentiality.
• Monitor and track student attendance, academic progress, and other relevant data, ensuring completeness and accuracy in the school's information system.
• Collaborate with teachers and administrative staff to collect necessary documentation and ensure timely submission of grades, progress reports, and other academic records.

Communication and Customer Service:

• Provide excellent customer service to students, parents, and staff, addressing inquiries, concerns, and requests promptly and professionally.
• Serve as a point of contact for enrollment-related questions, guiding individuals through the enrollment process and explaining school policies when necessary.

Compliance and Reporting:

• Monitor and review State Department of Education (SDE) reports throughout the school year to ensure data accuracy; when discrepancies are identified, prepare and submit Data Verification Requests (DVRs) for correction.
• Maintain accurate and up-to-date documentation of withdrawal outcomes, including transfers, homeschool transitions, and other exit codes, within the SIS.
• Ensure compliance with state and federal regulations regarding student enrollment, data privacy, and record retention.
• Prepare and submit enrollment reports and statistics to school administrators and relevant educational authorities as required.

Supervisory Responsibilities:

• There are no supervisory responsibilities at this time.

Education and/or Experience:

• High School Diploma or Equivalent Required; Bachelor’s Degree Preferred.
• Previous experience in school enrollment management, student records, or related administrative roles is preferred.
• Proficiency in using student information systems and other relevant software applications is required.

Qualifications:

• Strong organizational skills with meticulous attention to detail.
• Excellent interpersonal and communication skills, both written and verbal.
• Ability to work collaboratively in a team-oriented environment.
• Demonstrated ability to collect and analyze data from a variety of sources.
• Demonstrated ability to handle sensitive and confidential information with discretion.
• Understanding of educational regulations and compliance requirements is a plus.
• Ability to maintain professional confidentiality and comply with FERPA guidelines.

Language Skills:

• Ability to read, analyze, and interpret internal communications, and legal documents.
• Ability to respond to common inquiries or requests for assistance from district-wide staff members.
• Ability to communicate effectively with students, families, and coworkers, both verbally and in writing. Excellent writing skills are required.

Mathematical Skills:

• Basic math skills required.

Reasoning Ability:

• Ability to define problems, collect data, establish facts, and draw valid conclusions.

Computer Skills:

• To perform this job successfully, an individual should have computer proficiency in Windows, Microsoft Office, and Google Suite.
• Must have a high aptitude to learn new software as necessary for the business operations of the school.

Certificates, Licenses, Registrations:

• Current driver's license.
• Valid car insurance.

Other Qualifications:

• Must be able to pass a state-mandated background check after a conditional offer of employment is made.
• Must have favorable employment references.

Physical Demands:

The physical demands 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 and talk or hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel and reach with hands and arms. The employee must regularly lift and /or move up to 10 pounds.

Work Environment:

The work 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.

This position is remotely based and also must travel to various Epic sites. This requires

spending a significant amount of time in the car, driving in various conditions and at various

times of day. The noise level is quiet to moderately loud (when students are present).

Epic Charter Schools is an Equal Opportunity Employer.

For reasonable accommodations of a disability during the hiring process, please email Epic.hr@epiccharterschools.org. Someone will call you to discuss further.