Information Technology Services Student Records System Specialist

QUALIFICATIONS:

1. Associate's degree in information technology, business information systems, education technology, data management, or a related field; bachelor's degree preferred.
2. Experience administering or supporting Focus School Software or a comparable K–12 student information system is preferred.
3. Three years of relevant experience supporting a student information system, enterprise application, database, or comparable environment; equivalent combinations of education and experience may be considered.
4. Working knowledge of relational databases and SQL, including the ability to query, validate, analyze, and safely update data.
5. Experience with data imports, exports, scheduled jobs, APIs, SFTP transfers, and third-party system integrations is preferred.
6. Demonstrated ability to analyze data, troubleshoot software issues, document procedures, train users, and communicate effectively with technical and non-technical staff.
7. Such alternatives to the above qualifications as the Board may find appropriate and acceptable.

REPORTS TO: Information Technology Services Director

JOB GOAL:

The Student Records System Specialist manages and supports the District student records system to ensure accurate, secure, timely, and compliant student information. This individual coordinates system configuration, data quality, user support, reporting, training, and process improvement so schools and district departments can rely on consistent records throughout the student lifecycle.

 PERFORMANCE RESPONSIBILITIES:

1. Maintains up-to-date knowledge and documentation regarding the District student records system, related modules, interfaces, workflows, data standards, procedures, training materials, data dictionaries, logs, and audit records.
2. Database and reporting-Develops, maintains, tests, and documents SQL queries, district reports, extracts, validation reports, and authorized data-correction processes.
3. Focus configuration-Configures and maintains Focus modules, system preferences, schools, calendars, marking periods, grading scales, enrollment settings, permissions, profiles, custom fields, scheduled jobs, and district-defined workflows.
4. Integrations-Administers and monitors integrations between Focus and systems used for identity management, learning management, assessment, transportation, food service, library services, communications, state reporting, and other District operations.
5. Data-quality monitoring-Establishes repeatable validation processes to identify missing, duplicate, inconsistent, or invalid records and coordinates corrections with the appropriate data owners.
6. Change control and testing-Tests system updates, configuration changes, reports, integrations, and data corrections in an appropriate test environment before production implementation; maintains change documentation and rollback procedures when applicable.
7. Security administration-Maintains role-based access, user profiles, school assignments, and permissions using the principle of least privilege; periodically reviews access and promptly addresses inappropriate or outdated permissions.
8. State and federal reporting-Supports the preparation, validation, correction, and submission of required state and federal student-data reports in collaboration with the departments responsible for reported data.
9. Vendor coordination-Serves as the primary technical liaison with Focus School Software and other vendors; submits and tracks support requests, evaluates vendor recommendations, and coordinates issue resolution.
10. Operational monitoring-Monitors scheduled reports, automated updates, integrations, imports, exports, and other recurring processes; investigates failures and verifies successful completion.
11. Documentation-Maintains configuration records, data dictionaries, integration specifications, SQL documentation, annual processing checklists, troubleshooting guides, and administrative procedures.
12. Business continuity-Develops procedures that allow critical SIS operations to continue during staff absences, outages, system changes, or other interruptions.
13. Availability expectations-Provides limited after-hours support for critical upgrades, annual rollover, system outages, and time-sensitive reporting deadlines.
14. Provides telephone, digital, and in-person assistance to school and district personnel; investigates service requests, identifies root causes, recommends solutions, and coordinates resolution with internal staff and vendors.
15. Monitors the accuracy, completeness, consistency, and timeliness of student data and works with schools and departments to correct errors and strengthen data-entry practices.
16. Supports student records processes including enrollment, registration, demographic updates, attendance, scheduling, grades, transcripts, withdrawals, promotions, and graduation records, as assigned.
17. Maintains system security and confidentiality by applying appropriate access controls, protecting personally identifiable information, and supporting compliance with Board policy and applicable student privacy requirements.
18. Coordinates imports, exports, integrations, data exchanges, and interfaces between the student records system and other District applications.
19. Plans and performs system updates, testing, annual rollover activities, school-year setup, and other scheduled maintenance in collaboration with Information Technology Services and District departments.
20. Supports the delivery of training, written instructions, notices, reminders, and reference materials for new and existing users; participates in meetings, workshops, and professional learning to communicate system changes and support consistent District practices.
21. Prepares reports, extracts, and data files for authorized staff while ensuring appropriate review and protection of student information.
22. Collaborates with school administrators, registrars, counselors, attendance staff, special programs, curriculum, assessment, finance, human resources, and other departments whose work depends on student data.
23. Identifies opportunities to streamline records-management processes, improve data quality, reduce duplicate entry, and increase the effective use of the student records system; maintains relevant certifications and stays abreast of current practices and technology developments.
24. Performs other duties as assigned by the Information Technology Services Director.

TERMS OF EMPLOYMENT:  Twelve-month 

EVALUATION: Performance of this job will be evaluated in accordance with provisions of the Board’s policy on evaluation of professional personnel. 

Salary : $61,345 - $88,345