SAT - Support Specialist - Student Services

SUPPORT AND TECH
SUPPORT SPECIALIST - STUDENT SERVICES
JOB DESCRIPTION

JOB TITLE: Support Specialist - Student Services                      FLSA STATUS: Non-Exempt                     
REPORTS TO: Supervisor of Student Services                           PAY GRADE: SAT-06
LOCATION: Education Support Services                                    DAYS: 228
                                                                                                    JOB ID & DATE: CLS-27, January, 2024

JOB PURPOSE SUMMARY
Responsible for the registration of students and for maintaining a variety of student records, including transcripts.   Responsible for supporting registrations district wide.  Responsible for superior customer service to families before, during, and after the registration process whether in person or by phone or by email.  Collects registration documentation and completes proper uploads in Infinite Campus (IC).  Supports and maintains requests for IC parent & student portal.  Performs clerical and secretarial duties as needed; prepares and organizes documents. Maintains accurate student database information and related reports/spreadsheets.  Informs the public with regard to district policies/procedures. 
 
REQUIREMENTS
Education Level Details
High school diploma.
Post-secondary courses in computers and/or database software preferred.

License or Certification
Notary Certification preferred.
 
Work Experience Required
Minimum of two years of experience in computer, general office, customer service, and/or public relations. 
Experience in an educational environment with the Family Educational Rights and Privacy Act of 1974 (FERPA) preferred.
 
Other Skills and Abilities Required.
Advanced oral and written communication skills.
Advanced interpersonal relations skills.
Intermediate math and accounting skills.
Advanced personal computer, keyboarding and word processing skills.
Advanced customer service and public relations skills.
Ability to maintain confidentiality in all aspects of the job.
Ability to manage multiple priorities.
Ability to manage multiple tasks with frequent interruptions.
Ability to promote and follow Board of Education policies, building and department procedures.
Ability to exercise diplomacy, to diffuse and manage volatile and stressful situations.
Bilingual preferred
 
KEY FUNCTIONS, ESSENTIAL DUTIES AND RESPONSIBILITIES
General

• Collect documentation to complete registration and maintain an accurate-and-timely digital record of all registration documentation submitted by families.  Maintain, monitor and manage an accurate student database according to federal and state laws, district policies and procedures.  Add and withdraw students, and have familiarity with student schedules.  Update the student demographics based on collection of summary sheets for returning student registrations.
• Facilitate the student-enrollment process.  Schedule appointments with incoming students and families, obtain required documentation such as records from previous schools, birth certificate, immunization records, standardized test results, and grade reports.  Determine residency requirements and inform families of building/district policies.  Transcribe graduation credits of transferring students.  Process online registration applications for new students.
• Help families complete the registration forms so as to ensure data accuracy.  Process and submit registration forms and associated documents. 
• Assist families with applications for free-and-reduced lunch. 
• Assist families with IC portal set up and use.
• Process other student cumulative records including but not limited to Education Verifications, Employment Verifications, Student Password Resets, Name/Gender Updates, Age Verifications, Confirmation of Enrollments, Data Quality, Address Changes/verifications. 
• Collect information to identify any services that families may need and/or qualify for, such as Title X and Transportation. 
• Process and approve of online registration applications for new students in all grade levels (PK-12). 
• Provide families with enrollment and withdrawal policies. 
• Work in collaboration with other departments to ensure accurate grade-placement of students according to recommendations, needs and applicable laws. 
• Enter data in IC so as to reflect accurate enrollment line-coding. 
• Identify applicable credit transfers, and apply them toward graduation credits. 
• Run senior transcripts in the cumulative folder. Purge the list of graduates to be sent for imaging at the end of the school year. 
• Work in collaboration with other departments to ensure compliance with the Colorado School Attendance Law (C.R.S. 22-33-101), and ensure accuracy of data in IC. 
• Submit accurate records on a daily basis, or upon demand. 
• Provide transcripts to colleges and/or universities.

 
Technical Support
 

• Respond to requests for assistance in the use of the IC system.
• Provide IC support to parents and families
• Serve as first-level forward facing support for IC questions from parents, guardians and others with a need to engage in the registration process.

 
Records 

• Purge inactive cumulative folders district wide and prepare for imaging at the end of each school year.
• Update files for all student re-entries.

Community Engagement 

• Be available for short-notice deployment to any school that may need additional personnel, and be available to support district activities such as Registrations Events, Resource Fair, Parent-Teacher Conferences, etc.

 
Documentation

• Maintain accurate documentation.
   

Other

• Perform other duties as assigned.

 
 
SUPERVISORY RESPONSIBILITIES
None
 
PHYSICAL REQUIREMENTS/WORKING CONDITIONS
 
The physical demands, work environment factors and mental functions described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Physical Demands: While performing the duties of this job, the employee is occasionally required to stand, climb or balance, stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 40 pounds.

Work Environment: While performing the duties of this job, the employee will work primarily in offices, hallways, gyms, classrooms, bathrooms, shops, playgrounds, cafeterias, portable buildings  and pool environments.  The Employee may be required to work from a remote location in the event of a district shut-down or other event.  Employee may be required to work evenings and weekends during enrollment / registration periods and attend events where community members are in attendance.

Mental Functions: While performing the duties of this job, the employee is regularly required to communicate, compare, analyze, coordinate, instruct, evaluate, and use interpersonal skills. Occasionally required to compile, copy, compute and negotiate.