Clerical Assistant - Enrollment and Welcome Center

South Burlington School District

About South Burlington School District:

At South Burlington School District, we believe in supporting the whole employee—inside and outside the workplace. We offer a comprehensive benefits package that includes amazing, competitively priced health insurance, dental coverage, sick time, professional time and other leaves. Additionally, we offer a robust retirement plan which for educators is through VT State Teachers Retirement; and for other staff consists of a 403b plan with up to 6% provided by the district. Employees may also enjoy professional development opportunities, tuition reimbursement, wellness initiatives, Employee Assistance Programs and meaningful work that directly impacts student success and community growth.

Job Title: Clerical Assistant: Enrollment \& Welcome Center

Location: District Offices

Job Group: Union Support Staff

Pay Level: Non\-exempt, Grade 13

Reports to: Director of Equity, Belonging and Family Engagement

Summary: Responsible for maintaining the procedures, systems, and documentation needed for accurate student records. Provides clerical and data support duties and ensures sensitive communications and information is managed appropriately. Interacts regularly with students, staff, and parents/guardians. Responsible for overseeing the Welcome Center and welcoming new students and families to the District.

Essential Duties and Responsibilities:

• Coordinates the student registration and recordkeeping processes:
• Assists parents/guardians with enrollment paperwork for incoming students. Collects and verifies forms and information from parents/guardians and sending schools. Enters all information in the student information system (SIS) as appropriate; maintains hardcopy files.
• Ensures residency requirements are met and documents provided/completed by all parents/guardians and students transferring into the high school.
• Maintains a current and accurate master list of students and related information including, but not limited to: grades, test data, transcripts, and family information.
• Collaborates with guidance/administrative staff regarding student transitions to and from the district and enrollments from School Choice districts.
• Assists administrators and counselors with placement, special services, and schedules for current and incoming students.
• Serves as a liaison to students, parents/guardians for access to guidance staff, administrators, and other staff.
• Tracks state\-placed and tuition students and provides information to the Business Manager.
• Responds to request of student information and verification of enrollment and good standing as appropriate, such as but not limited to: insurance companies, Social Security and other government agencies; employment verification.
• Acts in capacity as the school data coordinator and SIS contact:
• Ensures accurate data entry of information to the SIS, including but not limited to: transcripts, test scores, student demographic and contact information, dual enrollment data, participation in Vermont adult learning programs, and post\-secondary information.
• Participates in district tech\-based meetings and training.
• Provides administrative/clerical support by:
• Greeting and assisting students and visitors in the Welcome Center.
• Answering a multi\-line telephone, routing calls to appropriate persons, and responding to routine questions in an effective and helpful manner.
• Maintaining equipment and office supplies, ordering and processing shipments as necessary.
• Maintains a records retention program; archive and purge records according to approved protocols.
• Acts as community liaison by:
• Introducing families to resources offered in South Burlington (food pantries, local businesses, school contacts)
• Act in a culturally responsive manner by welcoming families of all identities and connecting them to appropriate resources (multilingual liaisons, special education points of contact, McKinney Vinto information)
• Performs other duties as assigned.

General Work Responsibilities: The ability to work in a collaborative team environment is essential to the employee's successful job performance. Regular attendance in accordance with established work schedule. Demonstrated ongoing commitment to workplace diversity, sustainability, and delivering exceptional customer service.

*Qualification Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are typical of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.*

Education and/or Experience: High school graduate or equivalent plus five or more years of administrative/clerical experience or training. Associate's degree in a job\-related field is preferred. Past experience as a school registrar or coordination of a multi\-faceted project is preferred.

Emotional Demands: The individual must be able to work with others in a collegial and cooperative manner, model best behavior, effective interpersonal skills and demonstrate composure in stressful situations and while presented with many interruptions and competing deadlines. Must follow the direction of school leadership for the benefit of student learning.

Language Skills: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, government forms and procedure manuals. Ability to routinely write and edit error free correspondence and reports is required. The ability to maintain self\-control, convey empathy, while speaking effectively in person and over the phone with all persons is required. Demonstrates active listening and service\- oriented skills. Ability to present information one\-on\-one and small to large groups.

Mathematical Skills: Must demonstrate an ability to apply basic math concepts such as addition, subtraction, division, and multiplication. Ability to calculate figures and amounts such as prices, discounts, interest, and percentages.

Reasoning Ability: Ability to assess situations, solve practical problems, and deal with a variety of variables in situations where some standardization exists. Ability to interpret a variety of oral and written instructions and to determine confidentiality subject matter. The ability to process information presented in various forms (written/oral) is essential.

Other Skills and Abilities: Must be able to learn, utilize, and teach others new software programs. Demonstrated proficiency with Microsoft Office Products (Word, Outlook, Excel, PowerPoint), Google, Adobe Creative Suite, student information data systems, internet, and websites. Proficient keyboarding skills, knowledge of office machinery. Must demonstrate tenacity, organizational skills, attention to detail, ability to manage multiple tasks, set priorities and manage time. Must be able to keep high levels of confidentiality in all aspects of job performance and to perform duties with awareness of all District requirements, protocols, and School Board policies.

*Physical Demands: The physical demands described here are typical of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations as defined by the District may be made to enable individuals with disabilities to perform the essential functions.*

While performing the duties of this job, the employee is regularly required to remain stationary for prolonged periods; speak and hear in person and over the phone; distinguish between necessary sounds (alarms, phones, intercom, voices) and unnecessary background noises; demonstrate ability to see both near (such as to operate office equipment) and far/peripherally (such as to monitor door access and traffic.) The employee frequently is required to handle papers, files and to operate office machinery, or computers. The employee is occasionally required to move from location to location and reach for items. Some occasional lifting of up to 40 pounds may be required. Occasional travel may be required.

*Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The noise level in the work environment is usually moderate, and the work is primarily performed in an office environment.

Why Join SBSD?

• Supportive colleagues and leadership
• Strong commitment to diversity, equity, and inclusion
• Professional growth and advancement
• Comprehensive benefits
• Meaningful work that impacts students daily