Student Information Assistant II

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.

• 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.