Job: Office Specialist - Central Registration

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Posted: 02/02/2018

Job Reference #: 5435

Job Description

Openings as of 2/16/2018
Administrative/Office Support

  • Office Specialist - Central Registration JobID: 5435
  • Position Type:
    Administrative/Office Support/District-Level Office

  • Date Posted:

  • Location:
    Registration Welcome Center

  • FTE/Hours per week:40

    Other position information or requirements:Spanish/English Bilingual needed

    4135 (16)
    Starting Salary Range:
    Business Services
    Student Data Manager

    CLASS SUMMARY: Under general direction, incumbent(s) handles the registration and performs data entry into school related systems and databases. Provides specialized student registration information, makes final checks on various types of data and reports, makes changes as necessary, obtains supporting documentation, researches errors and completes processes. Performs one or more of the following functions: reviewing student data and documentation; and, answers questions or provides assistance in specialty area.

    Performs data entry into Schools Administrative Student Information system (Synergy) and other databases, to include enrollment information, student data, parent and/or guardian information, and emergency contacts. Assigns student entry codes as prescribed by the Arizona Department of Education. Daily
    Handles registration of students, such as verifying legal documentation, assisting parents and/or guardians with completing required documents, verifying school attendance boundaries, scanning and electronically attaching documents to student record in Synergy. Sends out appropriate information to receiving school, and gives parent and/or guardians, and student’s information about receiving school. Daily
    Makes corrections and adjustments in Synergy that are necessary for accurate student data and information including adding or correcting student data such as, FTE, program code, tuition payer code, grade, SAIS ID number, birth state, birth country, birth date, address, gender, track, race and ethnicity, entry code, entry date, withdrawal code, withdrawal date, etc. Daily
    Answers questions and provides information to centralized registration employees, school office staff, and parents/guardians regarding student registration details that include matters such as, special education, McKinney Vento, gifted, custody, ELL, meal applications, etc.
    Answers questions to school office staff regarding details that include attendance, student management system functions, student withdrawals, reports, etc.
    Assists Student Data Manager with reconciliation of student data in SAIS to ensure correct ADM funding such as, birth date, gender, SAIS ID number discrepancies, 40th and 100th day ADM reports, concurrent enrollment reports, integrity status reports, and drop out tracker reports. Weekly
    Performs data entry into automated programs including information such as purchase requisitions, and supply orders. Generates reports and other documentation for reporting purposes and reviews for accuracy. Weekly
    Performs other duties as required. As Required
    To be eligible for this position, an applicant must meet the following required qualifications. In addition, verification of these required qualifications is necessary.
    • High School diploma or equivalent (G.E.D.) prior to being hired;
    • Three years of school office-related experience.
    It is preferred that applicant possesses the following preferred qualifications; however, the following qualifications are not required to be eligible for this position.
    • Five years of work experience in a public school system.
    To perform the job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications for this job description are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    Skills required, but not limited to, for this position include:
    • Applying proper grammar and writing techniques;
    • Applying finance, accounting, and budgetary applications;
    • Working independently to meet priorities and deadlines;
    • Applying purchasing practices;
    • Applying proper grammar and writing techniques;
    • Compiling state and federal reports as required by the Dept. of Ed;
    • Collecting and analyzing data;
    • Maintaining records;
    • Knowing district policies and procedures;
    • Knowing applicable federal and state laws;
    • Applying problem solving techniques;
    • maintaining confidntiality of student information;
    • Understanding of education-related programs;
    • Understanding Federal Privacy Act;
    • Maintaining confidentiality;
    • Knowing federal and state reporting practices;
    • Using computer software related programs, including Microsoft Word, Excel, and Synergy;
    • Engaging and encouraging communication skills while interacting with supervisors, staff, students, parents/guardians, etc. to exchange information.
    The physical requirements 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; use hands to finger, handle, or feel and talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl and taste or smell. The employee must regularly lift and /or move up to 10 pounds, frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include Close vision, Distance vision, Peripheral vision, Depth perception and Ability to adjust focus.

    The working 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.

    While performing the duties of this job, the employee is occasionally exposed to work near moving mechanical parts; toxic or caustic chemicals; risk of electrical shock and vibration. The noise level in the work environment is usually moderate.

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