What are the responsibilities and job description for the Enrollment Clerk position at Holyoke Schools?

Holyoke Public Schools

Enrollment Clerk

DISTRICT OVERVIEW

Holyoke Public Schools is a PreK-12 public school district serving nearly 5,000 students, of whom 80 percent are Latino / Latina, in 12 schools. We employ nearly 1,300 people who together educate and support a richly diverse community of learners. We are committed to recruiting and retaining top-quality educators who believe all children can and will learn. We strive daily to make school a joyful place of discovery, support, and belonging.

Our Equity Commitments are pledges we are making to address systemic equity challenges.

We intentionally build a community that is anti-racist, inclusive, and culturally responsive .
We ensure that students, families, and staff get the support they need to be successful .
We seek out and incorporate the voices of those impacted , with a commitment to include those who have been excluded in the past.
We promote access and inclusion for all students, staff, and families.
We respect, embrace, and honor the diversity of our students, families, staff, and community.
We reflect on our own behavior to minimize harm to others.
We create a culture of acceptance and empathy so that everyone feels valued and is able to contribute to our community's success.

HPS was placed into receivership by the State of Massachusetts in the Spring of 2015 because of struggling performance. We have been implementing a Turnaround Plan that has led to expanded opportunities for students to explore the arts, sports, sciences, local and world cultures, early college, and work-based learning. Learn more about Holyoke Public Schools' strategic planning efforts on the district website.

Position

Reporting to the Director of Enrollment Services, the Enrollment Clerk will support families through the enrollment process, ensuring they have access to clear information and assistance to enroll their children in Holyoke Public Schools. This role requires strong attention to detail, organization, and customer service skills. The Enrollment Clerk will work closely with families, school staff, and district departments, including transportation, pupil services, and family and community engagement, to facilitate a smooth and efficient enrollment experience.

Responsibilities include but are not limited to :

Essential Functions

Welcome new families and visitors in a warm and friendly manner and answer any questions visitors have in a calm, courteous and professional manner.

Support families and schools by ensuring students are enrolled accurately and efficiently.

Manage and accurately process online registrations throughout the year.

Guide families through requirements, documentation, and school placement procedures.

Ensure families are informed about enrollment procedures, district policies, and available support services.

Serve as a liaison between HPS and other school districts, to facilitate timely enrollment and ensure students receive necessary supports (such as transportation, records transfers, and school supplies).

Ensure enrollment materials and resources are organized and distributed efficiently to families.

Process student forms and applications for various lottery and non-lottery programs.

Process work permits and maintain accurate records.

Perform other tasks as assigned.

Experience, Skills, Traits, and Beliefs

High school diploma required; associate's or bachelor's degree preferred. Equivalent training or at least three years of relevant experience will be considered.

Bilingual in English / Spanish required (speaking, reading, writing). Must be able to fully communicate with a family in Spanish.

Experience working with diverse and / or vulnerable populations, with a preference for candidates familiar with Puerto Rican and Latino communities in Holyoke.

Strong customer service and interpersonal skills, with the ability to communicate effectively with school staff, family members, and community members.

Ability to work independently and as part of a team, demonstrating initiative and problem-solving skills.

Strong computer skills. Ability to quickly become proficient in Google Suite and enrollment software.

Flexible schedule to accommodate peak summer enrollment periods. Overtime is used sparingly and generally only in August and early September.

Please note : Studies have shown that women and people of color may be less likely to apply for jobs unless they meet every qualification listed. We encourage you to apply even if you don't meet every requirement. Bilingual in English and Spanish is a requirement.

We prioritize internal growth and development; therefore, internal candidates will be considered first."

Reports to : Director of Enrollment Services

Salary Range : $18.20-$23.50 per hour for 35 hours a week (Level II Clerk as part of the Secretaries collective bargaining agreement), unless already a Level III officer manager, in which case that salary would be maintained. (Salary is based on previous relevant experience, and candidates are more likely to have a starting salary between the low and midpoints of the salary range.)

Work Hours : 8 a.m. - 4 p.m. OR 8 : 30 a.m. to 4 : 30 p.m., Monday - Friday.

Salary : $18 - $24

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