Administrative Assistant/SIS

General Definition of Work

The Administrative Assistant/SIS provides comprehensive administrative support to the school staff and other assigned administrators. Responsibilities include maintaining student records and files, preparing reports and correspondence, managing the student information in the student registration system and in the student information system, ensuring compliance, and administrative requirements.

Qualifications

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Salary/Status

Support 1, 215 days/8 hours per day

Reports To

School Principal

Place of Work

The normal place of work is on the premises used by Rock Hill Schools. Rock Hill Schools reserves the right to require you to work at such other place(s) as it may reasonably require from time to time.

Essential Functions

• Processes student enrollments, withdrawals, transfers, and records requests in accordance with district, state, and federal regulations.
• Maintains accurate student demographic, enrollment, attendance, scheduling, and program participation records within the Student Information System (SIS) and associated recordkeeping systems.
• Reviews and verifies enrollment documentation, including proof of residency, immunization records, custody documentation, and other required student records.
• Conducts periodic audits of student records and SIS data to identify discrepancies and ensure compliance with district, state, and federal reporting requirements.
• Generates, verifies, and distributes student data reports for school administrators, district departments, and state reporting purposes.
• Assists parents, guardians, and students with registration, enrollment, withdrawal, and records-related processes while providing excellent customer service.
• Processes requests for student records, transcripts, and educational information in accordance with FERPA and district policies governing student privacy and confidentiality.
• Maintains, archives, transfers, and disposes of student records in accordance with established records retention schedules and applicable regulations.
• Supports state and federal reporting requirements by ensuring timely and accurate submission of student data.
• Collaborates with school and district personnel to resolve student data discrepancies and implement data quality improvement practices.
• Provides training and guidance to school staff regarding SIS procedures, student data entry standards, and recordkeeping requirements.
• Monitor and maintain attendance records, including verification, corrections, and communication with families regarding attendance concerns.
• Prepare attendance reports and documentation required for state reporting and truancy compliance.
• Maintains strict confidentiality of student, employee, and district information in accordance with FERPA, district policies, and applicable laws.
• Maintains student records, enrollment information, student attendance, and SIS information.
• Compiles data from a variety of sources for the purpose of complying with financial, legal and/or administrative requirements.
• Maintains a variety of files and records for the purpose of maintaining complete and accurate student files according to district policy and/or regulations.
• Participates in meetings, workshops and seminars as assigned for the purpose of conveying and/or gathering information required to perform functions.
• Performs other duties to include but not limited to opening/distributing mail, handling incoming calls and back-up to other clerical positions within the school.
• Prepares written materials for the purpose of documenting, providing written documentation and/or conveying information.
• Processes documents and materials for the purpose of disseminating information to appropriate parties.
• Responds to inquiries from a variety of internal and external parties for the purpose of providing information and/or direction.
• Other duties as assigned.

Knowledge, Skills, Abilities

• Knowledge of student information systems and student data management practices.
• Knowledge of FERPA, state reporting requirements, and student records regulations.
• Ability to analyze and verify data for accuracy and completeness.
• Ability to learn and apply state and district reporting procedures.
• Ability to provide customer service to families and stakeholders in a professional and courteous manner.

• Knowledge of office management practices, recordkeeping systems, and administrative procedures.
• Knowledge of district policies, instructional department functions, and relevant legal or financial requirements.
• Skill in written and verbal communication, including composing correspondence, reports, and memoranda.
• Skill in organization and time management, with the ability to prioritize and manage multiple tasks effectively.
• Skill in operating standard office equipment and software applications (e.g., word processing, spreadsheets, databases).
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Ability to establish and maintain cooperative and professional working relationships with staff, administrators, and external partners.
• Ability to work independently, exercise sound judgment, and adapt to changing priorities or deadlines.
• Ability to ensure accuracy and attention to detail in all administrative and financial tasks.
• Ability to coordinate departmental activities and facilitate effective communication among team members.
• Ability to respond calmly and appropriately in emergencies or challenging situations.

Education and Experience

• Minimum employment requirements; high school diploma; college background preferred
• High school diploma or equivalent (GED).
• Two (2) years of increasingly responsible clerical or administrative support experience.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and general office equipment.
• Strong written and verbal communication skills.
• Demonstrated ability to maintain confidentiality and handle sensitive information.
• Ability to organize work, set priorities, and meet deadlines with accuracy and attention to detail.

Special Requirements

• Must have and maintain a valid Driver’s License or ability to provide own transportation
• Prior to beginning employment, negative tb test results must be provided

Physical Requirements/Work Conditions

• Work is typically performed in a standard office or school environment.
• Requires prolonged periods of sitting, standing, and walking.
• Frequent use of hands and fingers for typing, filing, and operating office equipment.
• Must be able to lift, carry, or move materials and supplies up to 25 pounds.
• Visual acuity required for reading documents, data entry, and computer work.
• Hearing and speaking abilities are sufficient for clear communication in person, virtually, and over the phone.
• May require occasional bending, reaching, or stooping to retrieve or file materials.
• Regular interaction with staff, administrators, and the public in a busy office setting.
• May be required to travel between district sites or attend meetings as needed.
• Work schedule may include occasional extended hours or adjusted shifts to meet department needs.

Disclaimer 

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees in this job. Job description is sourced from employee interviews, internal documents, representative job descriptions in similar districts, and other state/federal agencies.  The district reserves the right to modify the job description based on the needs of the district.

Rock Hill Schools provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.