Temporary Office Specialist - Registration

Pay Grade: 14 Temporary Position

Position Control: 3108

Department: Business Services

Accountable To: Student Data Manager

FLSA Status: Non-exempt

Creation/Revision Date: November 24, 2020

Summary: Under general direction, incumbent(s) handles the registration and performs data entry into school-related systems and databases. In addition, incumbent(s) communicates with the stakeholders of the district and/or schools in regards to the centralized registration office and registration procedures. Incumbent(s) performs other various school office-related duties, such as scanning, distributing and filing of student records, and school handouts and forms.

Essential Functions:

• Performs a high volume of 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.

• 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 information about receiving school.

• Contacts students former schools for the purpose of obtaining documents and/or information required for enrollment. Submits official request for records to students former school.

• Communicates with District and school staff, parents, students, and other stakeholders in response to student registration issues.

• Performs clerical duties in the Centralized Registration office such as, taking messages and/or directing inquiries to appropriate staff, opening and sorting mail, and filing records. Composes and distributes correspondence regarding the opening of school, school information, and enrollment information.

• Runs SAIS validation reports from Student Management System (Synergy) and makes appropriate corrections.

Prepares and updates student registration packets and copies school handouts and forms. Maintains school office equipment and contacts vendor(s) for repairs.

• Performs other duties as required including, but not limited to, assisting Student Records office with requests for records, substituting in school offices to assist with daily attendance and other school office technician duties.

Required Qualifications:

To be eligible for this position, an applicant must meet the following required qualifications. Verification of these required qualifications is necessary.

• Two years of school office or related student registration experience

• High School diploma or equivalent (G.E.D.) prior to being hired

Preferred Qualifications:

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 school office experience;
• Proficiency in English and Spanish language.

Knowledge and Skills Required:

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:

• Using computer software related programs;
• Demonstrating office principles and procedures;
• Applying filing procedures and file maintenance;
• Comprehending Business English, math, punctuation, grammar and spelling;
• Understanding principles and procedures in a school setting;
• Coding, classifying, recording, retrieving and verifying routine information;
• Using various types of office equipment, such as a laminator, copy machine, etc.;
• Engaging and encouraging communication skills while interacting with supervisors, staff, students, etc. to exchange information.

Physical Requirements:

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 use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to stand; walk; sit; and stoop, kneel, crouch, or crawl. The employee is occasionally required to climb or balance. The employee must regularly lift and/or move up to 10 pounds and frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Working Conditions:

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 moving mechanical parts, outside weather conditions, and risk of electrical shock. The noise level in the work environment is usually loud.