School Information Specialist

Responsible for organizing and supporting activities that facilitate the accuracy of Mary McLeod Bethune’s student files, information, and records. This person plays an integral role in student enrollment, data/records requests, report cards, and attendance processes. The position is a full time, salaried, 12-month position.

Primary job duties include, but are not limited to the following:

• Accurate maintenance of both hard copy and electronic student files and documentation therein
• Management of student registration, enrollment and residency verification processes
• Managing processes for student documentation collection
• Coordinating with families and other approved DC entities to fulfill records requests
• Support of student attendance documentation
• Administrative support to Data Manager and to the Manager of School, Family and Community Engagement

Student Files and Document Maintenance

• Maintains records and generates reports, as requested by school personnel
• Enters and maintains student information for new, current and former students in the student information system accurately and timely (PowerSchool)
• Checks and reviews a variety of data for accuracy, completeness, in conformance with established standards and procedures in student information system
• Able to read error reports and subsequently correct any validation errors
• Coordinates with families and school stakeholders to collect any missing documentation
• Prepares and maintains cumulative records
• Maintains records in accordance with local, state federal and Mary McLeod Bethune Day Academy policies and procedures
• Maintains and respects confidentiality of student information
• Implement data management techniques and methods to ensure consistent program quality

Student Registration, Enrollment & Residency

• Manages student registration and lottery/wait list systems (My School DC, SWIS, Qlik, PCSH hub and other OSSE platforms)
• Maintains enrollment and registration tracker
• Monitors progress to enrollment targets
• Enters appropriate enrollment, withdrawal, and transfer data into student information system
• Securely maintains all appropriate enrollment, transfer, and withdrawal documentation
• Provides information, prepares correspondences and related matters, prepares and maintains files and records, and completes all necessary steps associated with student registration and withdrawal
• Collects, verifies, and maintains DC Residency documentation for all MMBDA students

Coordination to Fulfill Data Requests

• Supports internal data and report requests
• Assists teachers, parents and students with student registration and withdrawals
• Requests student records, as needed
• Prepares and sends student records to schools for transfer students following guidelines

Student Attendance

• Supports mandated attendance monitoring and reporting
• Maintains attendance meeting documentation
• Conducts legally required CFSA reporting for chronically truant students
• Assist in communication and outreach to students and families regarding student attendance issues

Administrative Support

• Supports Data Manager in collecting and maintaining accurate student data
• Supports Data Manager in planning for local interim/diagnostic testing and required annual state testing
• Supports state test security requirements during annual state testing
• Supports Manager of School, Family and Community Engagement in building strong relationships with families and stakeholders
• Supports Manager of School, Family and Community Engagement in all recruitment and enrollment activities
• Handles a variety of routine technical and administrative required responsibilities

Other Duties

• Operates standard office equipment to include, computers, copiers, etc.
• Takes all necessary and reasonable precautions to protect students, equipment, materials, and facilities
• Complies with and supports school and local/State regulations and policies
• Models non-discriminatory practices in all activities
• Performs related tasks as assigned by school leadership in accordance with the school/policies and practices
• Attends required training to stay current with changes in data systems and requirements
• Performs other duties as assigned or required

QUALIFICATIONS

Ideal candidates will have the following education and experience:

• Associate’s degree or commensurate experience required;
  • Bachelor’s degree and experience in schools are strongly preferred
• Ideal candidates will be fluent in English and Spanish
• Must be able to pass a fingerprint and background check
• May be required to work outside normal working hours on occasion
• Verbal communication is required for expressing or exchanging ideas by means of the spoken word, and conveying detailed or important instructions to others accurately, loudly, or quickly;
  • hearing is required to perceive information at normal spoken word levels, and to receive detailed information through oral communications and/or to make fine distinctions in sound
• Visual acuity is required for preparing and analyzing written or computer data, operation of machines, and determining the accuracy and thoroughness of work
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position

Required Knowledge and Skills

• Knowledge of and/or ability to learn electronic information and document retention systems (PowerSchool experience strongly preferred)
• Strong skills in using Microsoft Office suite and Google Suite
• Ability to accurately manipulate spreadsheets and .csv files
• Strong attention to detail
• Proactive, with strong organizational skills and the ability to manage multiple deadlines at the same time
• Ability and willingness to bring a problem-solving approach to projects and issues
• Ability to think critically and independently about projects and issues, and to propose thoughtful solutions
• Effective oral and written communication skills with an ability to communicate with various constituencies and to work comfortably with a variety of staff at all levels within the organization
• Ability to establish and maintain effective working relationships with others
• Ability to follow oral and written instructions
• Knowledge of and/or ability to learn applicable Mary McLeod Bethune Day Academy Public Charter School and departmental policies and procedures. ​

Required Core Competencies

• Excellent communication skills, and the ability to communicate persuasively in positive and negative situations
• Capacity to accept feedback from others, make decisions, and exhibit sound and accurate judgment
• Able to work independently or with others in a team approach

Desired Attributes

• Work comfortably with people from diverse backgrounds
• Excellent organizational skills and timely completion of tasks
• Solid writing skills
• Math Aptitude: Comfort with numbers and accounts payable
• Conscientiousness: Understanding that everything going out the door matters to the customer; striving for excellence
• Customer Orientation: Good customer service skills with internal and external customers, attention to detail
• Dedication: Being persistent, punctual and dependable, with a positive, can-do attitude
• Sense of Urgency: Understanding the urgency of situations and address matters promptly
• Flexibility/Adaptability: Open to change and to considerable variety in the workplace
• Honesty: Trustworthiness with company resources and information

Physical Demands of the Position

These physical characteristics are representative of those that must be met by an employee to successfully perform the essential functions of this job safely. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Mobility sufficient to move about, stand, and/or sit for extended periods, and access all locations in the work environment
• Manual skill to appropriately control and manipulate objects, tools, materials, and equipment used on the job, including a telephone and a computer
• Flexibility and strength to reach with hands and arms, bend and stoop
• Ability occasionally to lift and or move up to 50 pounds
• Ability to hear and understand speech at normal room levels, and to hear and understand speech on the telephone
• Ability to speak clearly in audible tones so that others may understand
• Specific vision abilities required by this job includes close vision, distance vision, ability to adjust focus and peripheral vision