| Description |
Provide uniformity and consistency in collecting, maintaining, and interpreting student records and information. The position will provide general clerical support information and direction as assigned. Performs various complex clerical and statistical record-keeping duties related to the enrollment and withdrawal of students. Maintains and archives student records. Understands and works effectively with people. Must work independently and apply sound judgment.
1. Responds to all communications: telephone, voicemail, email.
2. Performs work assignments using computer applications such as spreadsheets, word processing, calendars, email, and database software.
3. Assists in coordinating various registration efforts, special projects, programs, and events with various department stakeholders.
4. Responses to a high volume of questions, via call and walk-in traffic, from a variety of internal and external sources (i.e., staff, other educational institutions, the public, parents, and/or students, etc.) to provide information and/or direction or refer to appropriate personnel.
5. Assist school contacts for the SIS in resolving problems and procuring outside help as needed.
6. May assist other office staff with general support; may answer school phones and refer calls to appropriate departments.
7. Research and implement federal and state laws, regulations, and Oklahoma State Department of Education policies, guidelines, and procedures as applicable to relevant district entities.
8. Maintains current knowledge of district and state policies, procedures, and guidelines, applicable codes and laws, and assures compliance with established regulations and timelines.
9. Administers with fairness, uniformity, and equity the policies of the Board of Education concerning residency, student transfers, and enrollment.
10. Perform all registration duties for new students, including processing paperwork, records requests, and communicating essential information to the appropriate department.
11. Provides information to families, responds to inquiries regarding enrollment in the district, and refers complex questions to the appropriate personnel.
12. Provides a brief orientation to student’s parents and students on registration according to school policies, procedures, and guidelines.
13. Monitor the compliance of students who are seeking enrollment under special circumstances.
14. Complete data entry in the SIS for all new students, and student programs and services.
15. Maintains the strictest confidentiality of parent and student information.
16. Collaborate with campus staff to ensure the maintenance of student records.
17. Inform appropriate personnel of student enrollment, transfer, and withdrawal of students as appropriate.
18. Processes a variety of documents and materials. Verifies documents presented in the registration/transfer process (i.e., residency, custody, immunizations, birth certificates, pervious school records, etc.).
19. Process open enrollment, intra-district transfer and out-of-district transfer applications.
20. Maintain students’ permanent records with confidentiality. Receives new data and/or revisions, enters data, and routes updated information to appropriate staff or departments.
21. Prepares permanent records for incoming students; requests records from out-of-district schools.
22. Assist in residency investigations to ensure that students enrolled or seeking enrollment in Pryor Public Schools legally reside within the district boundaries and are eligible for membership according to the law and Board policies.
23. Assists parents/guardians and students in completing legal or procedural documents concerning Affidavits of Guardianship, Residency, Affidavits of Self-support, Contingent Enrollments, etc.
24. Assists in following up with parents/guardians regarding incomplete registrations to ensure that students’ records are accurate and legally compliant.
25. Summarize and/or verify data for compliance reporting.
26. Track student enrollment information in order to accurately assist with the completion of local, state, and federal reporting.
27. Completes pupil services year-end reports, as necessary (i.e., homeless report, homeschool report, ASR, FQSR, etc.).
28. Refers unresolved residency issues to the appropriate authority and/or assists in the investigation as directed.
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