Position Type: Office Professional/Student Records Operator
Date Posted: 4/28/2025
Location: White Knoll High School
Date Available: 07/01/2025
Closing Date: 05/07/2025
Job Title: Student Data Specialist
Reports to (Title): Principal
Terms of Employment:
Support Staff Salary Scale
Grade: 10
Hours per Day: 8
Days per Year: 220
Type of Position: Full-time
FLSA Status: Non-Exempt
General Summary Under supervision of the principal with support of the director of application services, this position is responsible for entering and maintaining computer data on all students, teachers and staff within the school database. This position uses several means of data collection including forms and interviews to gather data to be entered in the software system. When applicable, this position must also notify the central services of changes in order for the district to maintain correct information. Reports and audits are required to maintain accurate data and electronic files.
Essential Functions - Supports and upholds the mission, vision and strategic goals of Lexington County School District One
- Effectively interacts, communicates and collaborates with all stakeholders
- Establishes a safe, supportive, positive and productive working and learning environment
- Enrolls new students
- Verifies address, birth certificate, and social security number
- Codes EFA/EIA information
- Enters and maintains all student demographic information, parent/guardian information, and emergency contacts
- Assigns homeroom, enters and schedules classes, prints schedule, collects fees, and notifies appropriate school staff of the new student's arrival
- Enters new information for Precode, bus coding, and student supplemental data; contacts prior school to receive information and request records
- Withdraws students
- "No shows" summer withdrawals (all students from which a record request is received)?
- "No Shows" all students who have not reported to school by the 10th day
- Works with school counseling during the school year to keep all records accurate
- Notifies all appropriate staff of students who have withdrawn
- Keeps a record of where students transfer; and copies and sends records to new schools of all transferees
Schedules For Following Year - Prepares school calendar, teacher databases, and student databases in next year
- Activates/inactivates courses in Basic Scheduling
- Checks/corrects settings for each course in Sections
- Schedules classes into the database using Basic Scheduling
- Deletes and adds sections as needed
- Promotes or retains students and changes grade level and homeroom where applicable
- Balances and maintains balance of classes when scheduling or changing schedules
- Hand-schedules all special education students
- Registers students - checks residency, collects money, enrolls new students, etc.
- Prepares for Beginning of School
- Runs processes for district attendance and grading applications at appropriate times
- Runs EFA/EIA Initialization for state coding purposes
- Runs and distributes class rosters.
- Runs Enrollment Reports
- Updates and corrects student/parent data from registration forms
- Prints labels for learning commons, cafeteria, etc.
- Completes State and District Office Reports
- Prepares and sends daily attendance reports to Application Services Team on Day 1,2,3,6 and prepares report for numbers count
- 45 Day-Identifies and codes EFA, EIA, GTA, GTR, Special Ed, 504, Free and Reduced Lunch, Bus transportation
- Runs attendance reports: Membership and Attendance Report, Cumulative Class Report, Cumulative Class List, Master Classification Report, and Membership and Attendance Worksheets; checks for errors, corrects errors, runs hard copies and files for each reporting period
- Codes Directory Information, Homebound and Intermittent Homebound
- Runs queries and mass changes for all Precode fields when necessary
- This duty should be assumed by the attendance clerk depending on the school's enrollment, if applicable.
- Runs reports each day to see who hasn't completed attendance applications - emails or calls with reminders.
- Enters attendance for substitutes.
- Runs daily attendance reports.
- Enters tardies and excuses, field trips, suspensions, and in-school suspensions.
- Files excuses and generates and mails attendance letters (makes copies for files).
- Codes truancy, if needed.
- Processes Grades
- Creates timelines and deadlines for grades and emails to teachers in a timely fashion
- Collects and verifies all grade verification sheets returned
- Archives and/or prints report cards
- Coordinates process for unclaimed report cards
- Archives digital report cards
- Reprints lost report cards and makes duplicate copies as required
- Files hard copies of report cards
- Runs Honor Roll report
- Checks Directory Information (for publicity of honor roll)
- Conducts Miscellaneous Duties
- Creates and runs queries, reports, labels, for teachers, counselors, cafeteria, committees, administrators, etc.
- Works closely with district office staff on problems with programs.
- Helps compile information for Department of Social Services(DSS) reports - permanent record information, grades, attendance, discipline, etc.
- Participates in all professional meetings as required.
Minimum Education/Work Experience - High school graduate with business/technical training in secretarial science and a minimum of one year of data entry clerical experience; or high school graduate with a minimum of three years of secretarial or clerical experience to include data entry; or any equivalent combination of training and experience which provides the required knowledge, skills and abilities.
Knowledge/Skills Knowledge of the policies, procedures, and activities of the school district that pertain to the specific duties and responsibilities of the position. Knowledge of school policies, procedures, and operations. Ability to demonstrate proper maintenance, safe operation, and utilization of equipment, materials, and supplies used in daily activities. Ability to maintain high standards of accuracy in exercising duties. Ability to anticipate work to be completed and to complete work without the need for direct supervision. Ability to maintain confidentiality of employee and student records and information. Ability to interact and communicate effectively and professionally with supervisors, co-workers, teachers, students, and the general public.
Working Conditions Conducts duties in an office environment with no significant exposure to environmental conditions. Requires ability to conduct duties that require constant attention and meeting deadlines. Physical demands are restricted to office work requiring lifting/moving of items up to 25 pounds. Occasional local travel may be required; no overnight travel is required. Job requires the operation of standard office and technology equipment. Requires frequent use of computers for long durations.
Responsibility No budgetary or supervisory responsibility. Responsible for accurate reporting.
Evaluation Performance of this job will be evaluated annually in accordance with provisions of the School Board's policy on Evaluation of Support Personnel.
Disclaimer Statement This job description is not intended as a complete listing of job duties. The incumbent is responsible for the performance of other related duties as assigned/required.