Job Description
SHAWNEE PUBLIC SCHOOLS
Job Title: Administrative Assistant – Enrollment Center
Reports To: Director of Academic Services
Site: Central Office
Qualifications Credentials: None
Education: High school diploma and specialized training in computers and business applications preferred.
Training or Experience Required: 2-3 years of secretarial or computer support experience with a minimum of 1 year working in an educational environment preferred.
Job Summary: Performs skilled-level secretarial duties under general supervision to assist in the efficient functioning of the office and to director to contribute to the smooth and efficient operation of the office. Follows generally standardized operating policies and procedures.
Knowledge, Skills and Abilities: - Knowledge of basic hardware and software functions and networking preferred.
- Communication Skills (oral, written, or business): Basic communication skills to exchange information, give/receive simple instructions and respond to inquiries; includes filling out forms.
- Knowledge of grammatical structure, vocabulary for preparing correspondence from rough draft or proofing of completed material. Communicates on the phone in clear, grammatically correct English. May train and direct parents, students, and volunteers. May compose correspondence when needed for Principals.
- Data Recording/Record Keeping: Performs data recording/record keeping operations determining what changes need to be made to existing records, including computerized records.
- Mathematical Skills: Performs routine computations requiring a knowledge of addition, subtraction, multiplication and division using whole numbers, fractions, decimals and/or percentages.
- Reading and Interpreting: Reads and interprets routine written or printed materials such as charts, diagrams, maps or instruction material.
- Business Machines (like computers, copiers, etc.): Uses and maintains business machines that can be easily learned from simple manuals or simple verbal instructions. Such machines include but are not limited to photocopiers, microfiche readers, CRT/computers, calculators and multi-line telephone consoles. In addition, uses more complicated software programs consisting of word processing, spreadsheets and mainframe applications.
- Office Filing and Retrieving: Responsible for establishing and/or maintaining an existing filing system.
- Spelling Skills: Spells correctly and proofreads work of others concerning spelling and grammatical structure.
- Typing Skills: Typing at 50 WPM at 90% accuracy required.
- Contact with Others: Has regular contact by telephone or in-person with the public to determine actual information needed. Expected to try and resolve parental complaints but if not able to do so, will refer the caller to the principal.
Essential Job Functions (Performance Responsibilities): 1. Knowledge of the district student accounting (PowerSchool) software system and enrollment software (Registration Gateway) helpful.
2. Assist with support for PowerSchool.
3. Maintain knowledge of laws and district policies and procedures governing student data, attendance, grading, and scheduling.
4. Understand the relationship of various district software applications for student accounting, child nutrition, transportation and Special Education with the student information system and funding requirements.
5. Attend training programs as directed to maintain a knowledge base.
6. Coordinate enrollment reports.
7. Assist with the coordination of the annual rollover of student data in the student accounting software system (PowerSchool) in preparation for each new school year.
8. Information:
a. Locate a given address and determine if it is in the Shawnee Public Schools District.
b. Answer questions concerning Shawnee Public Schools.
c. Keep a supply of appropriate literature for those seeking information.
d. Handle questions about inter-district transfers.
9. Enrollment:
a. Verify residence, immunizations, birth certificates, and other relevant or required enrollment documents.
b. Enter required information into the district data storage system.
c. Make new patrons feel welcome and important.
d. Assemble enrollment packets for each school site/grade.
e. Facilitate an efficient process to get students enrolled at a site as soon as possible and communicate necessary information to the site to make that happen efficiently.
f. Work with site principals on pre-registration events (ex. Kindergarten Round-Up)
10. Records:
a. Send releases to former schools for the record of new students.
b. Respond to telephone calls and inquiries regarding enrollment, transfers, and pertinent records.
c. Distribute records when they arrive to the appropriate school or department.
d. Assist the schools in determining the validity of a given address and gather information necessary to determine the actual residence.
11. Performs other duties as assigned.
Other Performance Measures: - Successful performance of the job requires good customer service/people skills to elicit information, resolve problems and provide information as requested.
- Requires following safety guidelines and policies to reduce personal accident or injury, inclusive of the District Exposure Control Plan for Bloodborne Pathogens.
- Requires following school dress standards, proper attendance or leave policies, and other work-habits concerns.
- Creativity, initiative, and effective problem solving are important to the success of the position.
Supervision exercised: None.
Complies with the District's Mission Statement in which students are to be provided with skills, knowledge and attitudes to become lifelong learners, complex thinkers, and responsible citizens in an ever-changing global society. Physical/Mental Requirements and Working Conditions: - Employee must have the dexterity to operate keyboards, computers, copy machines, and other office/instructional machines.
- Must be able to communicate with staff, students, and parents.
- Able to communicate on the telephone.
- Must be able to follow health and safety guidelines.
Terms of Employment: Salary and benefits shall be paid consistent with the District’s approved compensation plan. Length of the work year and hours of employment shall be those established by the District.
(260-day contract) Evaluation: Performance of this job will be evaluated in accordance with provisions of the Shawnee Board Policy on evaluation of personnel.
FLSA Status: Exempt Revised: July 26, 2023 
