Student Data & Information Services Specialist

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Job Posting Title:

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

    

Position Specific Information (if Applicable):

    

Responsibilities:

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 (Yes or No):

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

• All salary amounts listed above are based on a full-time (1.0) FTE. If applicable, part-time salaries will be prorated according to the assigned FTE.

   

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