Enrollment Clerk

Crandall Independent School District; Edmond (OK); On-site; USD 26,000 - 38,000; Full time

Job summary

Crandall Independent School District in Edmond, OK is seeking an Enrollment Technician to assist new families with enrollment at Central and Heartland Middle Schools, and to maintain accurate records for enrollment. You will perform data entry into Skyward and PEIMS and work with MIS to meet district guidelines.

Responsibilities include onboarding new students, updating records, coordinating transcripts, and communicating with families via phone, email, or video conference.

Qualifications

• Must be able to read, write, and speak English.
• Ability to read, write, and speak Spanish is preferred.

Responsibilities

• Present a positive and caring role model that supports the mission of Crandall ISD.
• Effectively communicate with staff, colleagues, community members, parents and students.
• Enter and maintain student data in the student information system; prepare data for extraction and reporting as required by the Texas Education Agency and Crandall ISD.
• Support staff, parents, and students with accessing and navigating the student information system and grade portal.
• Complete onboarding for all new and returning students/families including paperwork assistance and information about the school.
• Maintain student records and process requests for student information and transcripts.
• Manage Texas Records Exchange (TREX) requests and process responses.
• Maintain confidentiality and follow district safety protocols.

Skills

Multitasking

Effective communication

Office equipment operation

English proficiency

Spanish language (preferred)

Education

High school diploma or equivalent

Some college or community education clerical courses

Tools

Office equipment (computer, scanner, printer, phones)

Job description

Primary Purpose:

Assist new families with enrollment into Central and Heartland Middle School. Maintain accurate records for enrollment. Provide assistance to families for transition into both Middle Schools. Maintain data accuracy of new students in Skyward. Perform data entry into Public Education Information Management System (PEIMS) data, attendance and grades as needed. Work with Management Information Systems (MIS) to satisfy the state and district guidelines. Ensure compliance with Texas Education Agency (TEA).

Qualifications:

Education/Certification:

High school diploma or equivalent
Some college or community education clerical sources desired
Must be able to read, write, and speak English
Ability to read, write, and speak Spanish is preferred

Special Knowledge/Skills:

Demonstrate the ability to handle multiple tasks at the same time and deal with timelines
Must demonstrate effective and positive communication with all stakeholders
Must be able to operate office equipment (computer, scanner, printer, phones)
Knowledge of correct English usage, grammar, spelling, punctuation
Knowledge of correct Spanish usage, grammar, spelling and punctuation is preferred

Major Responsibilities and Duties:

• Present a positive and caring role model that supports the mission of Crandall ISD.
• Effectively communicate with staff, colleagues, community members, parents and students.
• Enter and maintain student date in student information system; prepare data for extraction and reporting/submission as required by the Texas Education Agency and Crandall ISD.
• Support staff, parents, and students with accessing and navigating student information system and grade portal.
• Complete annual onboarding for all new and returning students/families including paperwork assistance, providing information about the school, and other family needs.
• Maintain student records and process requests for student information and transcripts. Process new student records, including requesting transcripts and records from other schools.
• Manage Texas Records Exchange (TREX) requests and process responses.
• Compile, maintain, file, and distribute all reports, records, and other documents as required following established procedures.
• Manage clerical process related to updating student documents, including special education students.
• Fulfill internal and external student records requests.
• Conduct periodic compliance audits of files for students.
• Assist with open houses and welcome new families to CISD.
• Maintain updated information on school website, including Google calendar.
• Support school administration with family communications, news, and announcements.
• Offer consultation and assistance to CISD families for Skyward.
• Processes requests from students, other districts, colleges/universities and/or employment agencies (e.g. transcripts, job verification, etc.) for the purpose of providing required information.
• Be available by phone, email, or video conferencing to confer with district personnel, students, and/or parents.
• Communicate with students or parents on a regular basis via phone or video conference, email, or district-approved website.
• Maintain confidentiality.
• Follow district safety protocols and emergency procedures.

Supervisory Responsibilities:

None

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used:

Standard office equipment including personal computer and peripherals

Posture:

Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion:

Repetitive hand motions, frequent keyboarding and use of mouse; occasional reaching

Lifting:

Occasional light lifting and carrying (less than 15 pounds)

Environment:

Frequent districtwide travel

Mental Demands:

Work with frequent interruptions; maintain emotional control under stress