Classified - Student Enrollment & Records Coordinator @ Learning Services Center

The posting

TERMS OF EMPLOYMENT

Classified Salary Range

Benefits Available

POSITION OVERVIEW

The Student Enrollment and Records Specialist provides districtwide coordination, technical expertise, and support for student information systems, enrollment and records management, student counts, reporting, staff training, and system security. Serving as the district’s primary resource for Skyward Student Management, this position promotes accurate, complete, secure, and consistent student data and practices across schools and departments. The specialist supports school secretaries, registrars, administrators, and other staff through training, guidance, troubleshooting, and procedural documentation, and coordinates required student data reporting and access to confidential information. The position requires strong organization, attention to detail, sound judgment, effective time management, and the ability to prioritize competing responsibilities, respond promptly to questions and requests, meet established deadlines, and follow tasks through to completion. The work supports reliable district operations, regulatory compliance, student accountability, data security, and informed decision-making.

MINIMUM QUALIFICATIONS

1. Minimum of five years of progressively responsible administrative or clerical experience, preferably in an educational setting.
2. Experience working with databases, information systems, data reporting, and technical troubleshooting.
3. Strong computer skills, including experience with Google Workspace and academic or administrative software.
4. Ability to learn and apply new technology, procedures, and reporting requirements.
5. Strong written, verbal, interpersonal, analytical, and problem-solving skills.
6. Exceptional attention to detail and commitment to accuracy, data integrity, and confidentiality.
7. Ability to organize and prioritize multiple responsibilities, manage time effectively, meet deadlines, and adapt to changing demands and interruptions.
8. Ability to respond promptly and professionally to questions and requests, communicate progress, and follow through to resolution.
9. Ability to work independently, exercise sound judgment, and collaborate effectively with staff across schools and departments.
10. Knowledge of student enrollment, records management, and applicable laws, regulations, and district procedures.
11. Ability to provide training, technical guidance, and procedural support to district staff.
12. Demonstrated record of excellent attendance and punctuality.
13. Demonstrated record of excellent customer service.

PREFERRED QUALIFICATIONS

1. Experience with Skyward Student Management or a comparable student information system.
2. Experience with student enrollment counts, state reporting, data verification, and system security administration.
3. Experience training staff and developing procedures or reference materials.
4. Familiarity with OSPI, CEDARS, and applicable state and federal student data reporting requirements.

ESSENTIAL JOB FUNCTIONS

Student Information System Administration and Support

• Serve as the district’s primary resource and subject matter expert for Skyward Student Management and related student information processes.
• Coordinate system use, troubleshoot issues, support data quality, and work with technology staff and software providers to resolve problems and improve processes.
• Develop and maintain procedures and documentation that promote consistent, effective system use throughout the district.

Enrollment, Records, Student Counts, and Reporting

• Coordinate and support student enrollment, withdrawal, records management, and districtwide student count processes.
• Promote accurate, complete, and consistent student data through verification, reconciliation, correction, and follow-up.
• Coordinate assigned state and federal student data reporting, including CEDARS, and resolve reporting errors in collaboration with school and district staff.
• Prepare and maintain student data reports and records to support compliance, accountability, planning, and administrative decision-making.

Staff Training and Districtwide Guidance

• Provide training, technical assistance, and ongoing guidance to school secretaries, registrars, administrators, and other staff.
• Communicate system updates, reporting expectations, and procedural requirements clearly and in a timely manner.
• Identify recurring questions, errors, or training needs and develop resources to improve staff knowledge, accuracy, and consistency.

System Security and Access Coordination

• Serve as the designated Skyward Student Management Security Administrator and coordinate appropriate staff access to student information systems.
• Process and monitor access requests and changes in coordination with Human Resources, Information Technology, supervisors, and school administrators, consistent with district procedures.
• Promote confidentiality, appropriate access, and secure handling of student and staff information; maintain related documentation and escalate concerns as needed.

Organization, Prioritization, and Responsiveness

• Organize and manage multiple ongoing responsibilities, competing requests, and time-sensitive deadlines with accuracy and efficiency.
• Prioritize work according to urgency, compliance requirements, operational impact, and the needs of students, schools, and district staff.
• Respond promptly and professionally to questions and requests, communicate expected timelines and status updates, and follow through until matters are resolved or appropriately escalated.
• Maintain organized records, calendars, tracking tools, and documentation to support timely completion, accountability, and continuity of operations.
• Anticipate deadlines, identify potential delays or risks, and communicate proactively when priorities conflict or additional direction is needed.

Communication, Collaboration, and General Responsibilities

• Provide professional customer service and serve as a central resource for questions related to student data, enrollment, reporting, and system procedures.
• Collaborate with school offices, district departments, and external support providers to resolve issues and maintain consistent district practices.
• Exercise sound judgment, protect confidential information, and refer matters requiring policy decisions or authority beyond the position’s scope to the appropriate administrator.
• Maintain knowledge of relevant systems, procedures, and reporting requirements and perform other related duties as assigned.

Other Duties as Assigned

• Perform other related duties as assigned by the supervisor that are consistent with the position's scope and responsibilities.

TESTING REQUIREMENTS

1. A current first aid card may be required for specific positions.
2. Ability to successfully complete the typing assessment with a score in the upper Moderately Effective to Highly Effective range. Current district employees with five (5) or more years of experience in the Moses Lake School District may have the typing test waived at the discretion of the principal/director.
3. The hiring manager may administer a position-specific assessment to inform the selection process

The Moses Lake School District #161 does not discriminate in any programs or activities on the basis of sex, race, creed, religion, color, national origin, age, honorably discharged veteran or military status, sexual orientation, gender expression or identity, disability, or the use of a trained dog guide or service animal and provides equal access to the Boys Scouts and other designated youth groups. Inquiries regarding compliance and/or grievance procedures may be directed to the school district’s Title IX, Civil Rights, Affirmative Action, and Equal Opportunity officer, Michelle Musso, 1620 S Pioneer Way, Moses Lake, WA 98837, (509) 766-2650, [email protected]; OR Section 504/ADA Coordinator, Samantha Burgess, 1620 S Pioneer Way, Moses Lake, WA 98837, (509) 766- 2670, [email protected]