First Stop Enrollment Specialist

Dodge City Public Schools/USD 443; Dodge City (KS); On-site; USD 26,000 - 43,000; Full time

Job summary

Dodge City Public Schools/USD 443 is seeking a First Stop Enrollment Specialist to handle student enrollment, transfers, waitlists, and related clerical tasks. You will work with schools, parents, and staff to ensure accurate enrollment data and timely processing of documents.

The role requires strong computer skills, attention to confidentiality, and the ability to draft clear communications; bilingual abilities are a plus and experience with Skyward is preferred.

Qualifications

• High school diploma or equivalent required.
• Associate's degree preferred or required per district policy.
• Experience with databases and multiple software applications.

Responsibilities

• Communicate with schools regarding student placement and enrollment.
• Welcome visitors and answer the First Stop phone calls.
• Conduct enrollment/registration appointments.
• Obtain required documents from parents and complete enrollment packets.
• Maintain waiting lists for students from kindergarten through fifth grade.
• Input new student data into Skyward and other systems with accuracy.

Skills

Attention to detail

Confidentiality

Report writing

Communication

Bilingual (plus)

Education

High school diploma or equivalent

Associate's degree

Tools

Skyward

FileMaker

Microsoft Office Suite

Job description

Job Title

First Stop Enrollment Specialist

Payment Rate

In accordance with the USD 443 Salary Schedule - Hourly Salary Range - $18.58 - $30.97

Evaluation & Benefits

In accordance with the USD 443 Classified Handbook

FLSA Status

Non-Exempt

Reports To

State & Federal Programs Supervisor

Purpose

The purpose of the First Stop Enrollment Specialist is to support the district by enrolling new students, managing transfers, updating waitlists and adhering to all enrollment requirements.

Education

Employment Qualifications

• High school diploma or equivalent.
• Associate's degree.

Experience

• 3 years of relevant work experience.
• Experience with a variety of databases and computer software applications such as Microsoft Office Suite, Skyward and FileMaker.

Knowledge, Skills, & Abilities

• Ability to produce reports applicable to the position and to operate without close supervision.
• Ability to maintain confidentiality and display professional demeanor at all times.
• Ability to maintain enrollment information, student counts, and waitlists.
• Ability to draft professional communication to stakeholders. Bilingual abilities are a plus.
• Knowledge of applicable laws, policies and procedures.
• Ability to problem solve and effectively communicate solutions.
• Detail oriented.
• Be able to evaluate and interpret data and compile written reports in narrative and statistical form.

Duties & Responsibilities

• Communicate with schools regarding student placement and enrollment.
• Welcome visitors and answer First Stop phone calls.
• Conduct enrollment/registration appointments.
• Obtain required documents from parents and complete enrollment packets.
• Identify special education needs and/or verify grade level.
• Explain and complete the school choice process, including specific information for each school in the district.
• Provide referrals regarding Migrant, Bright Beginnings, Homelessness programs.
• Supply parents/guardians will have all relevant information related to USD 443.
• Determine school assignment for grades K-8, following district policies and notifying parents.
• Introduce Skyward Family Access to parents/send email link to parent to set up account.
• Input new student data into Student Information System, accurately maintaining strict guidelines for consistency with all student records across the district.
• Email information to assigned school, Technology, Transportation, Nutrition, Special Education, Migrant and any other applicable departments.
• Email previous school/district for school records.
• Maintain waiting lists for students in grades kindergarten through fifth grade.
• Process transfers for students following district policy and notify parents.
• Organizing and scheduling the kindergarten registration process each spring.
• Organize the calendar.
• Organize ASQ testing and procedures.
• Organize folders from Bright Beginnings for Pre-K students moving to Kinder.
• Select books for all new incoming Kindergartens.
• Placement of all new incoming kindergarten students.
• Submit information for the district lottery for placement by parents' choice.
• Letters for parents to notify of student school placement.
• Folders for all new students sent to all schools.
• Maintain classroom number information for each elementary school and 6th-8th for balanced enrollment.
• Maintain classroom numbers for K-5th grades for each section of each grade for every school.
• Maintain grade numbers for the 6-8th grade middle schools to keep them even
• Maintain a wide variety of manual and electronic documents, files and records (accurate building enrollment records, classroom numbers, and student withdrawals).
• Prepare a wide variety of documents and correspondence, enrollment packets, all new student cumulative folders, transportation requests, etc.
• Leading, guiding and/or coordinating other department staff and ensuring appropriate procedures are followed, meeting work demands for accuracy and efficiency in the enrollment process.
• Enter all new Pre-K (Bright Beginnings) students into Skyward, ensuring accuracy and consistency.
• Collaborate with Bright Beginnings and SpEd 613 staff to ensure processes and procedures are developed and followed.
• Respond to inquiries from internal and external parties (staff, parents, public agencies, etc.).
• Perform other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the enrollment process.
• Apply composition and proofreading skills in producing clear, accurate, and fact-based memos, letters, reports, and other documents for appropriate stakeholders.
• Use effective written and oral communication skills to convey essential information to students, staff, administrators, and a variety of community patrons.
• Perform other responsibilities as assigned by the district administration in regards to enrollment.
• Performs other duties as assigned.

Physical Requirements & Work Environment

• While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk and hear.
• The employee is occasionally required to stand; walk and reach with hands and arms.
• The employee must regularly lift and /or move up to 50 pounds.
• Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception and ability to adjust focus.
• The work environment is in an office setting.
• The noise level in the work environment is usually moderate.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.