Data Specialist

Primary Purpose

Provide accurate and efficient student data and records support for the high school campus. Assist the Registrar, counselors, and campus administration with student enrollment, records management, data entry and verification, PEIMS data accuracy, grade and transcript processes, and required campus and district reporting. Maintain accurate, confidential, and auditable student records in accordance with district procedures and state requirements.

Qualifications

• Education/Certification: High school diploma or GED; associate degree or additional college coursework preferred.
• Experience: Experience in clerical, data entry, records management, school office, or related work preferred; experience working with student information systems, PEIMS data, enrollment, or student records preferred.
• Special Knowledge/Skills:
  • Knowledge of general office procedures and records management.
  • Ability to accurately enter, maintain, verify, and retrieve student data.
  • Ability to maintain accurate and auditable records.
  • Ability to learn and apply PEIMS, student enrollment, records, and reporting requirements.
  • Proficiency with student information systems, spreadsheets, databases, and other district technology applications.
  • Strong organizational skills with attention to detail and accuracy.
  • Ability to manage multiple tasks and meet established deadlines.
  • Ability to maintain confidentiality of student and personnel information.
  • Effective written, verbal, and interpersonal communication skills.
  • Strong customer service skills and ability to work effectively with students, parents, staff, and the public.
  • Ability to follow established procedures and work independently with limited supervision.

Responsibilities

• Input and maintain student information in district student information systems as requested by the Registrar, counselors, campus administration, or other designated staff.
• Assist the Registrar in ensuring the accuracy and completeness of student data used for PEIMS and other required district and state reporting.
• Maintain accurate student demographic, enrollment, program, and academic information within the student information system.
• Review and verify online enrollment and registration records for accuracy and completeness; resolve missing or conflicting information.
• Verify student data and make appropriate corrections in accordance with established district procedures.
• Process new student enrollments, withdrawals, and transfers, obtaining required documentation and entering information into district systems.
• Maintain records of student enrollment and withdrawal dates, reasons, transfer information, and other required documentation.
• Assist in maintaining, updating, and securing permanent student records, including creating records for new students and obtaining records and grades from previous schools.
• Post and verify student grades, credits, GPA, student rank, transfer grades, summer school grades, credit by examination, dual credit, and other approved academic records.
• Review incoming student records and transcripts; accurately enter approved course, grade, and credit information into the student information system.
• Prepare transcripts, handle transcript requests, student records requests, enrollment verifications, and other student records documentation.
• Maintain and update student course and academic history records as directed by the Registrar.
• Assist with grade reporting processes, including progress reports, report cards, grade verification, grade corrections, failure reports, eligibility reports, class rosters, and other academic reports.
• Identify and assist with resolving student data errors, discrepancies, and incomplete records prior to district and state reporting deadlines.
• Maintain organized and auditable documentation related to student enrollment, grades, credits, programs, and other assigned student data.
• Verify required student documentation and ensure appropriate staff review and approval for special programs, when applicable.
• Generate student data reports, lists, rosters, enrollment reports, academic reports, and other information requested by the Registrar, counselors, or campus administration.
• Support campus administration with designated district, state, accountability, enrollment, academic, and student information reports as needed.
• Maintain records and documentation related to graduation, including graduation status information and final student records.
• Maintain documentation associated with student guardianship, residency, transfers, and other enrollment requirements.
• Assist with the retention, organization, storage, retrieval, and disposition of student records in accordance with district records management procedures.
• Respond professionally to requests for student information from parents, students, former students, campuses, colleges, and other authorized entities in accordance with established procedures.
• Maintain confidentiality and exercise appropriate discretion when handling student, personnel, and other sensitive information.
• Attend required district training, data services meetings, PEIMS updates, and other professional learning related to assigned responsibilities.
• Research district policy, procedures, precedent, and current practices prior to taking action when clarification is needed.
• Participate as an effective team member who contributes to campus, department, and district goals.
• Demonstrate proficient use of district technology applications, student information systems, electronic records systems, spreadsheets, and other software required to perform assigned duties.
• Utilize time wisely for effective management of job responsibilities and multiple deadlines.
• Maintain punctuality in daily work times, appointments, trainings, and meetings.
• Meet task completion deadlines established by the supervisor.
• Maintain friendly, customer‑service‑driven interactions with students, parents, staff, administrators, and other stakeholders.
• Work cooperatively with the Registrar, counselors, campus administration, district departments, and other staff to ensure campus and district goals are met.
• Maintain a positive and professional tone in all communication, including email, written, verbal, and telephone communication.
• Perform other duties and accept other responsibilities as assigned.

Benefits

• The District contributes $330 per month toward employee‑only health insurance (which is $105 above the state‑required amount).
• All employees receive free treatment at any Next Level Urgent Care.

Pay

Pay Grade: 204 starting at $16.75 per hour.

Schedule

Full‑Time position with 207 work days per year.