Student Data & Information Services Specialist

Douglas County School District; Castle Rock (CO); On-site; USD 34,000 - 59,000; Full time

Benefits offered by this job

Health, vision, dental

HSA

FSA

Retirement plan options

Life insurance

Job summary

Douglas County School District seeks a Student Data & Information Services Specialist at the West Support Center in Colorado. The role supports the SD&IS Manager and staff with work order management, enrollment policies, and records maintenance, ensuring compliant processing of student information and audits.

Ideal candidates have robust data handling skills, strong communication, and the ability to coordinate across departments while upholding district privacy policies and reporting

Qualifications

• Demonstrates strong troubleshooting and issue research skills to provide first-contact resolution.

Responsibilities

• Support enrollment and records processes in the District's Student Information System.
• Coordinate with multiple departments for Calendar Roll Forward and new school year tasks.
• Manage and respond to records requests and subpoenas in a timely manner.
• Ensure FERPA compliance and adherence to retention schedules.
• Provide training and support on SD&IS systems, workflows, and electronic transcripts ordering.

Skills

Troubleshooting

First-contact resolution

Communication in English

Organizational skills

Time management

Team collaboration

Policy compliance

Education

High School or Equivalent

Job description

Please complete this application using your full legal name as it appears on your government issued forms of identification when you have time to go from start to finish. Application details cannot be saved along the way, and you must complete and submit the application in one sitting. If you leave your computer and return later, you may time out.

REMINDER: Current DCSD employees must apply through their district log-on, this application is for external candidates only!

Student Data & Information Services Specialist

Job Description

Ensures efficient & effective operation of the Student Data & Information Services Department by providing support and assistance to SD&IS Manager and Division staff with work order management, planning and scheduling work, establishment of student enrollment records, & onboarding of new personnel, and implementation of procedures, communications, documentation and training CDE Reporting requirements including Record Integration Tracking System (RITS), Civil Rights Data Collection and other federal and state reporting submissions, as well as the state audit processes. Enhances stakeholder service and satisfaction by serving as a single point of contact for communication and problem resolution, and develops and promotes good community relations among all staff and school clientele. Assists the Manager with successful implementation of the records management policy, procedures, schedules, and tools throughout the District. Responsible for maintaining the District retention rules in compliance with legal and administrative requirements. Works closely with the staff in each school responsible for student records. Develops and promotes good community relations among various district and community clientele.

Essential Physical Requirements

• Occasional lifting five (5) to ten (10) pounds
• Frequent sitting
• Occasional bending, squatting, or standing

Responsibilities

Position Specific Information (if Applicable): Facilitate efficient and effective enrollment policies and procedures for guardianship, temporary guardianship, emancipated and foreign students, informing inquirers on the completion of all associated documentation and paperwork throughout the enrollment process. Maintain department student files for accurate foreign student enrollment and temporary guardianship records in compliance with State and Federal laws and ensures compliance with Federal and State regulations resulting a successful foreign exchange program. This critical process prevents district FERPA violations, and associated fines and sanctions. Coordinate the process for the Calendar Roll Forward (New School Year/Summer School) process in the District Student Information System; with approved calendars from the BOE and coordinate the procedures for the Calendar Roll Forward process with multiple departments/schools. Streamline SD&IS Division workflow by receiving, reviewing, and routing all incoming work requests by priority to ensure compliance with District policies and procedures; and give top priority that routine requests are done in a timely manner. Process all documents relative to the work order process. Ensure compliance with District policies and procedures resulting in successful student registrations. Administer the maintenance and transfer cycles of student records, including updating, archiving, and destruction of student records. Respond to alumni records requests. Ensure prompt response to urgent requests through daily monitoring of record ordering system, routing and coordination of work with SD&IS division and external constituents. Complete records requests from internal/external customers including current students, alumni, recruiters, education verifications, Department of Human Services, institutions of higher education, and other outside educational agencies. Fulfill data requests from in-district and outside constituents pertaining to student information. Respond to all student record subpoenas and court orders in a timely manner. Support Division personnel and Schools through maintaining the State of Colorado Archivist retention schedule, utilizing District systems for long term storage, and retention of student records for all withdrawn or graduated students. Perform school audits and provide reports pertaining to inventory of school records and maintenance of those records Coordinate vital services with the Planning Department to include validating address authentication for the Student Information System. This process is critical for ensuring unduplicated and/or inaccurate student registration of students that could create inaccuracies within State and Federal reporting. Protect valuable student data assets by upholding district comprehensive and updated data security and privacy policies pertaining to personally identifiable information from a student’s education record. Support entire Division staff by providing training and support on the content and processes related to the Student Information system, website, Help Desk and electronic transcripts ordering as well as scheduling staff meetings and training events. Coordinate vital services including but not limited to clerical support, management of calendars for coordinators, logistics for meetings as well as research and preparation for special reports, presentation and training materials. Promote accountability by designing and developing electronic custom forms and documentation for registration, student information and workflow processes. Respond to telephone calls and records requests from internal/external constituents regarding student enrollment policies. Perform other related duties as assigned or requested. Assist the Manager of Student Data & Information Services in the development and implementation of procedures, communications, documentation and training CDE Reporting requirements including Record Integration Tracking System (RITS), Civil Rights Data Collection and other federal and state reporting submissions, as well as the state audit processes.

Certifications

Education: High School or Equivalent

Skills

Demonstrates strong troubleshooting and issue research skills to provide first-contact resolution., Verbal and written communication skills in English and a demonstrated ability to read and comprehend written/graphic and oral instructions. Strong organizational and time management skills. Collaborative team player Maintains a generally positive attitude. Observes all District policies and procedures

Position Type

Regular

Primary Location

West Support Center

One Year Only

No

Scheduled Hours Per Week

40

Fte

1.00

Approx Scheduled Days Per Year

260 Work Days

• (260 days indicates a year-round position. Time off [or Off-Track Days] are then granted based on the position. Any exceptions to the normal off-track time will be noted in the Additional Position Details section above, as scheduled work days.)

Minimum Hire Rate

$24.84 USD Hourly

Maximum Hire Rate

$33.69 USD Hourly

Full Salary Range

$24.84 USD - $42.54 USD Hourly

Benefits

This position is eligible for health, vision, dental, health savings account (HSA), flexible spending accounts (FSA), District paid and voluntary additional (supplemental) life and accidental death and dismemberment insurance, short and long-term disability, critical illness and accident voluntary insurance, employee assistance program (EAP), voluntary 401(k), 403(b) and 457 retirement plan options.

Time Off Plans

This position is eligible for paid vacation, sick and personal time.

This position will be open until filled, but will not be open past:

January 22, 2027