District Pupil Accounting and Student Data Coordinator

Michigan Association of School Boards; Michigan; On-site; USD 46,000 - 59,000; Full time

Job summary

Hillsdale Community Schools seeks a District Pupil Accounting and Student Data Coordinator to manage pupil accounting, enrollment, state reporting, assessment coordination, and other data functions district-wide.

The role ensures compliance with Michigan requirements, collaborates with administrators and staff, and maintains accurate records and reporting timelines. Strong organization and confidentiality are essential for success in this critical district role.

Qualifications

• High school diploma or equivalent required.
• Associate degree, college coursework, or relevant professional experience preferred.
• Previous experience with pupil accounting, student information systems, school-office operations, or data management preferred.
• Knowledge of Michigan pupil accounting and state reporting requirements preferred.
• Strong organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple responsibilities and meet required deadlines.
• Proficiency with computers, spreadsheets, student information systems, and electronic reporting platforms.
• Ability to maintain confidentiality and handle sensitive student and personnel information.

Responsibilities

• Oversee district pupil accounting functions and ensure compliance with Michigan Department of Education requirements.
• Coordinate fall, spring, and supplemental pupil membership count activities.
• Prepare, review, and submit required pupil accounting documentation.
• Serve as the district contact for pupil accounting audits and work with building staff to correct identified issues.
• Maintain accurate documentation for students participating in virtual learning, optional learning experiences, dual enrollment, work-based learning, and other alternative educational programs.
• Monitor required participation, mentoring, attendance, and two-way interaction documentation.
• Coordinate and submit state reports within established timelines.
• Maintain accurate district calendars, instructional clock hours, and related documentation.
• Serve as the district’s primary contact for student enrollment.
• Process new and returning student enrollments and forward completed information to the appropriate school.
• Verify residency, guardianship, immunization, and other required enrollment documentation.
• Maintain accurate and current student demographic and enrollment records.
• Coordinate student transfers, withdrawals, Schools of Choice documentation, and records requests.
• Assist families and staff with questions related to enrollment and student records.
• Maintain accurate student information within the district’s student information system.
• Review district data for accuracy, completeness, and consistency.
• Coordinate Teacher Student Data Link reporting.
• Assist with student scheduling, including the master schedule and individual student schedules.
• Monitor districtwide enrollment, attendance, and demographic information.
• Provide student-data reports to administrators and other authorized personnel.
• Coordinate corrections identified through state reporting systems and data-quality reviews.
• Serve as the district testing coordinator for required state assessments.
• Coordinate testing schedules, materials, staff training, security procedures, and required documentation.
• Work with building administrators and student-services personnel to coordinate testing accommodations.
• Ensure that assessment records and student information are accurate.
• Monitor assessment completion and resolve testing-related concerns.
• Maintain the confidentiality and security of assessment materials and student results.
• Work with the curriculum director and business manager to support grant and Title program documentation.
• Assist with identifying eligible students and maintaining required participation records.
• Provide enrollment, attendance, demographic, assessment, and program data needed for grant applications and reports.
• Assist with monitoring program requirements and reporting deadlines.
• Provide training and support to district staff regarding pupil accounting, enrollment, student-data systems, and reporting requirements.
• Maintain organized electronic and paper records.
• Participate in professional development related to pupil accounting, state reporting, assessment, and student-data systems.
• Communicate with families, staff, auditors, and outside agencies in a professional manner.
• Perform other related duties as assigned by the superintendent.

Skills

Pupil accounting

Student information systems

Data management

Organizational skills

Communication skills

Confidentiality

Education

High school diploma or equivalent

Associate degree / relevant coursework / experience preferred

Tools

Spreadsheets

Electronic reporting platforms

Job description

District Pupil Accounting and Student Data Coordinator

Deadline: November 23, 2026
District/Organization: Hillsdale Community Schools
Position/Type: Central Office – 1st Line Admin, full time
Salary: $46,161.00 – $58,971.00

DATE: September 16, 2026
District Pupil Accounting and Student Data Coordinator
Work Schedule: Year-Round Position – 261 Workdays

Reports To: Superintendent

Salary Range: $46,161 – $58,971
Position Summary
Hillsdale Community Schools is seeking a highly organized and detail-oriented individual to serve as the District Pupil Accounting and Student Data Coordinator. This position manages district pupil accounting, student enrollment, state reporting, assessment coordination, and other student-data functions.

The coordinator will ensure that district records and reports comply with Michigan Department of Education requirements and applicable state and federal regulations. The position will work closely with building administrators, office staff, the curriculum director, business manager, teachers, and other district personnel.

Qualifications

• High school diploma or equivalent required
• Associate degree, college coursework, or relevant professional experience preferred
• Previous experience with pupil accounting, student information systems, school-office operations, or data management preferred
• Knowledge of Michigan pupil accounting and state reporting requirements preferred
• Strong organizational skills and attention to detail
• Strong written and verbal communication skills
• Ability to manage multiple responsibilities and meet required deadlines
• Proficiency with computers, spreadsheets, student information systems, and electronic reporting platforms
• Ability to maintain confidentiality and handle sensitive student and personnel information

Primary Responsibilities

Pupil Accounting and State Reporting

• Oversee district pupil accounting functions and ensure compliance with Michigan Department of Education requirements.
• Coordinate fall, spring, and supplemental pupil membership count activities.
• Prepare, review, and submit required pupil accounting documentation.
• Serve as the district contact for pupil accounting audits and work with building staff to correct identified issues.
• Maintain accurate documentation for students participating in virtual learning, optional learning experiences, dual enrollment, work-based learning, and other alternative educational programs.
• Monitor required participation, mentoring, attendance, and two-way interaction documentation.
• Coordinate and submit state reports within established timelines.
• Maintain accurate district calendars, instructional clock hours, and related documentation.

Student Enrollment and Records

• Serve as the district’s primary contact for student enrollment.
• Process new and returning student enrollments and forward completed information to the appropriate school.
• Verify residency, guardianship, immunization, and other required enrollment documentation.
• Maintain accurate and current student demographic and enrollment records.
• Coordinate student transfers, withdrawals, Schools of Choice documentation, and records requests.
• Assist families and staff with questions related to enrollment and student records.

Student Information and Data Reporting

• Maintain accurate student information within the district’s student information system.
• Review district data for accuracy, completeness, and consistency.
• Coordinate Teacher Student Data Link reporting.
• Assist with student scheduling, including the master schedule and individual student schedules.
• Monitor districtwide enrollment, attendance, and demographic information.
• Provide student-data reports to administrators and other authorized personnel.
• Coordinate corrections identified through state reporting systems and data-quality reviews.

District Assessment Coordination

• Serve as the district testing coordinator for required state assessments.
• Coordinate testing schedules, materials, staff training, security procedures, and required documentation.
• Work with building administrators and student-services personnel to coordinate testing accommodations.
• Ensure that assessment records and student information are accurate.
• Monitor assessment completion and resolve testing-related concerns.
• Maintain the confidentiality and security of assessment materials and student results.

Grants and Program Support

• Work with the curriculum director and business manager to support grant and Title program documentation.
• Assist with identifying eligible students and maintaining required participation records.
• Provide enrollment, attendance, demographic, assessment, and program data needed for grant applications and reports.
• Assist with monitoring program requirements and reporting deadlines.

Additional Responsibilities

• Provide training and support to district staff regarding pupil accounting, enrollment, student-data systems, and reporting requirements.
• Maintain organized electronic and paper records.
• Participate in professional development related to pupil accounting, state reporting, assessment, and student-data systems.
• Communicate with families, staff, auditors, and outside agencies in a professional manner.
• Perform other related duties as assigned by the superintendent.