Student Rec & Syst Data Spec

Charter Schools USA (CSUSA) is one of the largest and highest performing education management companies in the United States, proudly serving over 82,000 students in over 150 schools across four states. Founded by Jonathan Hage in 1997, CSUSA's mission is a Relentless Commitment to Student Greatness in School and in Life™. CSUSA provides an academically rigorous education to students, equipping them with real-world readiness for college or career after graduation. With an unwavering dedication to the success of students from every background, CSUSA is closing the gaps in achievement and opportunity, keeping our promise of Strong Minds, Good Hearts™.

About the Role

Join a team dedicated to the mission: Relentless Commitment to Student Greatness in School and in Life™. If you love inspiring and motivating young learners and want to prioritize students in education, CSUSA is the right place for you. As a Student Rec & System Data Specialist, you will collect, enter, and manage student and school data into district/parish and CSUSA student information systems, ensuring compliance with state and local requirements to support optimal student outcomes and funding. You will collaborate with school leaders, marketing, enrollment, curriculum, operations, and student support teams to maintain accurate and up-to-date data.

Responsibilities

• Data Entry & Accuracy
  • Enter, verify, correct, and audit student data as needed; obtain additional information for incomplete documents.
  • Ensure all student data is up-to-date, accurate, and aligned between the student information system (SIS), enrollment system, and state/district systems.
  • Utilize error reports to make appropriate corrections to student data.
  • Maintain student records, attendance information, and grade reporting in the SIS.
  • Coordinate with CSUSA departments (e.g., food services, academics) to ensure tight PowerSchool integration for optimal system usage.
  • Assist in clearing CSUSA and district error reports for proper year-long SIS database flips and maintenance.
• School Student Scheduling and Attendance
  • Consult with CSUSA personnel to assist in student schedules and procedures.
  • Enter daily attendance and maintain accurate attendance reports in both the district system and SIS.
  • Support system End of Year and Start of Year processes in the SIS.
• Special Programs Data
  • Enter Free and Reduced Lunch (FRL) applications into the district and company databases.
  • Ensure all FRL data is entered into the state or district system.
  • Collaborate with school ESE/Gifted staff and ELL/MLL/Multi-Lingual Site Coordinators to ensure accurate program data, including home language surveys.
  • Ensure compliance with CSUSA and district procedures for special populations (e.g., special education, gifted, MLL, 504, MTSS), including obtaining records from prior schools and communicating with program leads for prompt service delivery.
• Managing Student Records
  • Request transcripts for incoming students and ensure completeness.
  • Prepare and transmit requests for student transcripts and other official documents.
  • Maintain electronic and hard-copy student records, including attendance, immunization, transcripts, grades, and schedules.
  • Consult with CSUSA and district procedures to obtain special population student records from prior schools for new enrollees.
  • Ensure school compliance with district, state, federal, and CSUSA regulations, including FERPA, attendance, and grades.
  • Assist in developing and enhancing enrollment policies and procedures.
  • Respond to requests for information and provide access to relevant files.
  • Comply with all data integrity and security policies of the district, state, federal, and company.
  • Maintain strict confidentiality requirements.
  • Review student records to ensure accuracy and completeness with state/district regulations.
  • Manage and administer registration, recommitment, and withdrawal processes, including associated reporting.
• State Reporting
  • Prepare, compile, and sort documents for data entry into school and district/state databases.
  • Ensure all enrollment, academic coding (e.g., course coding, teacher certification, class size), scheduling, and student information are accurate and optimized for funding.
  • Regularly review state error reporting for accuracy and completeness.
  • Monitor and update information in databases to ensure funding count cycles are accurate.
  • Enter and maintain student records, immunization, attendance, and grade reporting in the state/district system.
  • Attend district/state training on formal reporting.
• Marketing and Enrollment Team Membership
  • Cross-train others on critical Entry Data Specialist functions and be cross-trained on other critical marketing and enrollment functions.
  • Provide status updates and progress on marketing and enrollment-related projects.
  • Prepare a variety of enrollment, registration, and application reports for school leadership.

Requirements

• 2-year college degree or equivalent experience (required); higher degree preferred.
• Minimum of 2 years of relevant experience.
• Excellent organization, time management, and follow-up skills.
• Professional demeanor with strong customer service skills.
• Positive attitude and ability to collaborate effectively with others.
• Detail-oriented with a commitment to accuracy.
• Bilingual skills are a plus but not required.
• Ability and willingness to work successfully with students, parents, and staff.
• Must pass a background check.
• Excellent oral, written, and interpersonal communication skills, including professional phone etiquette.
• Proactive, takes initiative, and drives projects to completion with a focus on quality.
• Ability to work and interact with individuals at all levels of the organization.
• Ability to organize, prioritize, and manage multiple tasks effectively.
• Knowledge of company and departmental policies and procedures.
• Adherence to CSUSA’s vision, mission, values, and value proposition, demonstrating ethical behavior and teamwork.

Qualifications and Skills

• Proficient experience with Microsoft Office (Word, Excel, PowerPoint), Student Information Systems (SIS), and email communications.
• Detailed knowledge of federal, state, and local requirements for K-12 schools; charter school law preferred.
• Ability to use social media (e.g., Facebook, Instagram, Twitter, YouTube) and digital marketing to promote the school and CSUSA.
• Ability to establish operating principles and routines to ensure high-quality outcomes.
• Strong presentation skills and active listening abilities.
• Consistent attendance, punctuality, and ability to follow instructions and respond to management direction.
• Commitment to ongoing training and professional development related to job responsibilities.
• Ability to review current developments, literature, and technical sources related to job responsibilities.
• Adherence to company policies, federal and state laws, and safety procedures.

Work Environment

• Usual office working conditions.
• Light work: Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently to move objects.
• Travel within or outside of the state may be required.

FLSA Overtime Category

This job is non-exempt and subject to the minimum wage and overtime provisions of the Fair Labor Standards Act.