CLASS SUMMARY
Under the general direction of the Data Manager, performs specialized, detail-intensive student registration and records work for an assigned campus, program, or region. Maintains accurate and timely student data and documentation in the student information system and related state or agency systems, including enrollment, withdrawal, transfers, demographics, program placement, service and eligibility dates, funding or voucher information, attendance-related records, grades, and records requests, as assigned. Reviews, reconciles, and corrects data to support state reporting, funding, audits, legal requirements, and school operations. May monitor assigned caseloads, rosters, and attendance-section enrollment for data accuracy and coordinate corrections with the responsible school or program. Schools and programs retain responsibility for creating and maintaining instructional course sections, master schedules, staff assignments, and individual student schedules. Registrars may complete limited enrollment of preschool students into a single attendance section when assigned. Communicates with families, staff, schools, and agencies to obtain required information and resolve discrepancies. Safeguards confidential student information and applies applicable laws, policies, procedures, and deadlines consistently. Specific assignments vary by campus, program, and region.
 
EDUCATION AND EXPERIENCE:

• High School Diploma or GED

• 2+ years of clerical, administrative support, customer service, or records management experience (or equivalent education). With at least 1 year of direct experience maintaining electronic databases or information systems, including reviewing records for accuracy and completeness.

  Preferred qualifications:

• Experience with student registration, enrollment, cumulative records, transcripts, caseload or roster review, or a student information system.
• Experience in a K-12, early childhood, public agency, or other regulated records environment.
• Experience using spreadsheets for data review or reconciliation and supporting state reporting, compliance, funding, or audit processes.

LICENSING/CERTIFICATION REQUIREMENTS:

• Must be able to pass FBI and State background check or valid IVP Fingerprint Clearance Card as position requires by policy or Statute.
• Defensive Driver Training Program to be completed by all agency personnel that drive on State business.

KNOWLEDGE OF:

• Principles and practices of student registration, records management, document retention, and customer service.
• Data-entry, verification, reconciliation, quality-control, and audit-trail practices.
• Confidentiality and privacy requirements for student records, including FERPA and applicable State law.
• Database and information-system concepts; spreadsheets, email, and standard office software.
• Basic report preparation, business writing, and professional communication.
• Agency and program procedures and State reporting or funding requirements applicable to assigned work.

DEMONSTRATED SKILL/ABILITY TO:

• Interpret and apply detailed laws, policies, procedures, written instructions, and deadlines accurately and consistently.
• Enter and maintain a high volume of detailed information with sustained accuracy and independently review work for completeness.
• Compare source documents and data across systems; identify discrepancies; research, correct, and document results; and escalate issues when appropriate.
• Organize overlapping tasks, track pending items, work through frequent interruptions, and meet fixed deadlines with limited supervision.
• Learn and use student information systems, State web applications, databases, spreadsheets, email, scanning, and electronic document-management tools.
• Protect confidential information and exercise sound judgment when handling sensitive records.
• Communicate clearly, professionally, and courteously with families, staff, schools, and agencies; obtain required documentation and explain routine requirements.
• Prepare accurate reports and written communications, perform basic calculations, reconcile totals, and maintain complete electronic and paper files.
• Work independently and collaboratively, follow through on assignments, and adapt to changing requirements and priorities.