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

Enrollment Clerk

6 hours per day, 9 months per year

Fair Labor Standards Act Status : Non-Exempt

We appreciate your interest in employment with Vancouver Public Schools (VPS). All applications are considered and reviewed. The most qualified and competitive applicant(s) that possess directly related experience and expertise, training, and education may be invited to participate in the interview / selection process. As part of the selection process, the District conducts confidential reference checks to include former and present employers and also requires a criminal background investigation. Unfortunately, due to the number of applications received, not all applicants will receive an interview.

Rsums should include education, relevant experience (including current position), and skills which highlight the qualifications of the position to which a person is applying.

All district employees are encouraged to review their personnel file periodically to ensure that their file includes current and relevant documentation that supports their degree, education or credits, experience, training, etc., as it relates to qualifications described on job postings.

Failure to submit a full application package will result in disqualification.

Internal applicants must have current transcripts or documentation to confirm education on file or included with the application.

External applicants must include transcripts or documentation to confirm education with application.

Qualifications :

Possess a high school degree or comparable equivalent
Minimum of two (2) years job related experience which demonstrates ability to work independently, with a minimum of supervision and function in a dynamic, fast-paced, continually changing environment with frequent interruptions, OR
Documentation verifying an Associate's degree or credits from an accredited university, college, community college, or business school may be used to fulfill or help fulfill the two (2) years of job-related experience. Ninety (90) quarter or sixty (60) semester credits are equivalent to two full years of job-related experience.
Recency (prior 10 years) and substance of work experience will be considered in determining applicant qualifications
Experience which demonstrates excellent customer service abilities, interpersonal skills, team player attitude, and the ability to manage situations
Experience which demonstrates a high level of attention to, and management of, detailed information
Experience which demonstrates strong organizational skills and the ability to meet deadlines
Experience which demonstrates excellent problem solving, analytical, and conflict resolution skills and ability to think quickly
Experience which demonstrates excellent written communication skills and have the ability to compose and proof correspondence as needed
Experience using Microsoft Office / Suite (including Word and Excel)
Experience using Microsoft Office / Suite (including Access and PowerPoint) preferred
Possess skill in working with numbers, mathematical computations, and worksheets
Willingness to learn new technology
Working knowledge and demonstrated experience with Gmail, Absence Management, Pagemaker or similar desktop publishing program and Student Information System through Skyward is preferred
Experience working with statistical and accounting reports is preferred

Knowledge, Skills, and Abilities :

Ability to interpret written / oral directives and to apply district rules, regulations, procedures, and policies

Ability to understand, recognize, and protect highly confidential information

Ability to operate office machines and equipment

Ability to effectively communicate with and appreciate individuals from diverse, socio-economic backgrounds

Other Requirements :

Ability to lift and move moderately sized objects up to 50 pounds

Regular attendance to carry out the duties and responsibilities of the position to achieve program requirements

Essential Functions :

Professionalism / Interpersonal Skills

Treats co-workers, supervisors, students, parents and others with dignity and respect at all times

Serves as a positive role model for students, and practices the behaviors that are expected of our students

Works in a flexible and cooperative manner

Establishes and maintains effective working relationships with staff, students, parents, business and community groups and / or other members of the public

Office Support

Answer telephone and walk-in inquiries from students, staff and public, forward messages and direct visitors

Composes and / or types various types of reports and correspondence from rough draft or verbal instruction; duplicate and distribute as required

Operates and does minor maintenance on various office machines

Processes Parent Access accounts

Prepares absence letters and enters the information in the student system

May assist as the building's Records Coordinator in ensuring compliance with the district's records retention procedures and guidelines

May assist with receipt and record of money received through the school office

Recordkeeping and Reporting

Conducts interviews with parents to verify variety of information regarding student guardianship, residence and boundary

Follows district procedures and state guidelines in registering and withdrawing students within boundary, out of boundary and out of district

Reviews registration forms for completeness and accuracy. Researches discrepancies and follows-up to establish a complete and accurate record in master student information system

Follows up on required transfer documentation for student transferring to VSD to accurately establish student file in master database

Coordinates records request from prior district for new, existing and transfer students

Performs all functions in registering student(s) including, but not limited to, establishing student identification number, verifying auxiliary education support, i.e., Special Education and English Language Learner eligibility

Calculates, runs and submits monthly P223 / Enrollment Report

Inputs student schedules

Provides enrollment confirmation to principal, counselors and / or other staff to facilitate course scheduling

Create and maintain district student records / folders and forwards student folder for transfer students, as needed

Runs class lists, reports, schedules and labels from the student system, as requested

Keeps an accurate count of students in each classroom

Performs daily attendance duties, which include : attendance calls, reports, tracking and reporting unexcused absences, and updating student's attendance records on a daily basis

Health and Safety

Ensures safety of students by following district policies and procedures for release of students, contacting parents, etc., including checking identification of individuals requesting to pick up students from school

Reviews medication requirements and provide emergency health care as required for student received in the health room

Maintain record of injury and treatment

Under authorization of the school nurse, may dispense prescribed medication

Other

Performs other tasks and assumes other responsibilities as assigned by administrator in alignment with their job classification

Benefits / Compensation :

Salary range : New employees will start at the minimum hourly rate in the salary range. However, employees who have verified prior years of service in a similar occupational status from other Washington School Districts or Education School Districts, may receive experience credit towards salary placement. Salary schedules can be accessed here.

Benefits : Employees who are anticipated to work at least 630 hours may be eligible for health, dental, vision, flexible spending accounts, life, and disability insurance benefits. Detailed information, including further eligibility criteria, can be found here.

Retirement : Employees may be eligible for retirement benefits through the Washington State Department of Retirement Systems (DRS). Eligibility is based on FTE. Detailed information can be found here.

Time Off : Vancouver Public Schools offers paid holidays and paid time off, including but not limited to, sick, vacation, personal, and bereavement leave. Additional negotiated leave options can be found in the associated Comprehensive Professional Agreement (CPA) for this position VAESP CPA.

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