Student Enrollment And Records Specialist

POSITION TITLE Student Enrollment and Records Specialist

WORKING TITLE Student Enrollment and Records Specialist

SCHOOL/DEPARTMENT Accountability and Testing

LOCATION Central Office

PAY GRADE Pay Scale 63

FLSA STATUS Exempt

REPORTS TO Director of Accountability and Testing

WORK WEEK SCHEDULE Monday - Friday

WORK HOURS 8:00 AM - 4:30 PM; occasional evenings and weekends

MONTHS/YR 12

POSITION PURPOSE

The Student Enrollment and Records Specialist provides professional and technical support to the Accountability, Testing and Enrollment Department

POSITION ANALYSIS

• To support and manage the maintenance, care and distribution of student records for Pender County Schools

• To support schools and families with Pender County Schools enrollment procedures

MINIMUM QUALIFICATION STANDARDS KNOWLEDGE, SKILLS, AND ABILITIES

• Strong analytical and organizational skills

• Ability to work with a high degree of accuracy

• Excellent oral and written communication skills

• Comply with confidentiality requirements pertaining to student information

• Knowledge of school and county procedures and board policies, such as enrollment and maintenance of student records

• Considerable knowledge of computers, various operating systems, SQL and HTML, as well as word processing software, spreadsheets, and databases

• Ability to exercise judgment independently in selecting and implementing procedures and analyzing data

• Ability to troubleshoot and correct hardware and software problems

• Skills related to organized and engaged meeting management

• Ability to establish and maintain an effective working relationship with school personnel, parents, students, and district staff

• Demonstrated ability to work effectively in a deadline-driven, rapidly-changing team environment

EDUCATION, TRAINING, AND EXPERIENCE

• High School Diploma; Associate Degree Preferred

• Two years of experience directly relating to computer systems which require knowledge of editing and completing source data

• An equivalent combination of education and relevant experience sufficient to successfully perform the essential duties of the job may be considered

CERTIFICATION AND LICENSE REQUIREMENTS

• Must hold and maintain a valid motor vehicle operator's license according to the State of NC requirements

• Obtain North Carolina Public Notary Certification

SPECIAL REQUIREMENTS

Ability to work flexible hours (evenings, weekends)

PREFERRED QUALIFICATIONS

• Knowledge of the functionality of a student information system

• Experience working in a school setting

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Fulfills student transcript requests, maintains and archives student records, answers phones, greets and assists customers, enters data, and composes letters

• Assists in providing on-site training to school staff

• Coordinates the movement, storage retrieval, and security of records from all district and third-party locations

• Acts as the first level of escalation for parents/students regarding student records

• Communicate with local schools/departments regarding procedures for the proper disposition of records and procedures for gaining access to information stored in the records center

• Communicates compliance information from the District and State along with best practices to schools/departments.

• Attends job-related training as directed by the supervisor

• Maintains and applies current knowledge and professional expertise to departments implementing document imaging and electronic process management as it applies to enrollment and student records

• Develops and fosters effective relationships with schools establishing communication tools for disseminating information

• Supports and represents the Accountability, Testing, and Enrollment Department during District-wide workshops

• Serves as subject matter expert (SME) for Student Records processes and engages in high-level problem-solving and participation in District assessments

• Contributes to the development of support and training materials for the system and provides training to schools and other departmental staff

• Required to have prompt, regular attendance in-person and be available to work on-site, in-person during regular business hours and as needed

• Ability to read, write, understand, interpret and apply information at a moderately complex level essential for successful job performance; judgment and the ability to process information quickly; learn quickly and follow verbal procedures and standards; give verbal instruction; rank tasks in order of importance; copy, compare, compile and coordinate information and records

• Work cooperatively with others; work independently; work indoors; view a computer screen for prolonged periods of time

• Maintain confidentiality of records and information

• Foster Care Liason

• Performs other duties as assigned by an appropriate administrator or their representative

WORKING CONDITIONS

PHYSICAL DEMANDS

• Must be able to use a variety of office equipment such as computers and copiers

• Must be able to frequently lift, carry, push, pull or otherwise move objects up to 10 pounds

• Due to the amount of time spent working on the computer, standing and walking, physical requirements are consistent with those for light work

WORK ENVIRONMENT

• Must be able to work in office and public school environments, and come into direct contact with staff and students

• Travel is required to schools and Central Services offices

DISCLAIMER: The above statements are intended to describe the general purpose and responsibilities assigned to this position. They are not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and skills that may be required of the employees assigned to this position. This description may be revised by the supervisor, with HR review and approval, at any time.

VERSION DATE(S): 06/25/2024