Program Registrar/Data Specialist

DIVISION: Office of Early Learning

GRADE: NT14

DEPARTMENT: Georgia Pre-K Program

WORK DAY: 240

REPORTS TO: Director of Office of Early Learning

FLSA STATUS: Non-Exempt

JOB CLASS: 4874

GROUP: Classified

POSITION SUMMARY

The job of Program Registrar/Data Specialist for the Office of Early Learning is to oversee the registration and enrollment of Pre-K students, maintaining computerized student records and files, and entering student data and rosters into the GA PreK database. This job is distinguished from similar jobs by the following characteristics: maintenance of accurate Pre-K enrollment data, computer-based academic records; registration of new and returning Pre-K students; preparation of withdrawal forms, daily attendance, and student schedules.

MINIMUM REQUIREMENTS

EDUCATION

High school diploma or GED equivalent

CERTIFICATION/LICENSE

Bright From the Start Training

Fluency and Literacy in Spanish and English preferred

WORK EXPERIENCE

Experience in administrative and secretarial work preferred

ESSENTIAL DUTIES

Oversees the CCSD Pre-K registration and enrollment process; setting up and maintaining databases and files; withdrawing and enrolling students for the purpose of ensuring student roster and class size requirements are accurate, and field trip requests.
Coordinates Pre-K Early Registration Events and recruiting families throughout the school year for the purpose of maintaining full enrollment.
Attends department, committee, in-service meetings, workshops, and/or seminars as assigned (attendance committee, staff meetings, etc.) for the purpose of conveying and/or gathering information required to perform job functions.
Maintains a variety of manual and electronic documents, files, and records (Infinite Campus, Triptracker, GA PreK database, student information, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
Prepares standardized documents and reports (class rosters, placement letters, form letters and memos, calendars, bulletins, periodic reports, etc.) for the purpose of communicating information to other parties and/or agencies.
Responds to inquiries from a variety of internal and external sources (staff, other educational institutions, the public, parents, and/or students, etc.) for the purpose of providing information concerning the Pre-K enrollment process.
Disseminates information related to Early Learning Pre-K Programs for the purpose of providing program information to stakeholders.
Researches discrepancies in student records and/or class rosters for the purpose of verifying status and ensuring the accuracy of information.
Performs other job duties as assigned.

KNOWLEDGE, SKILLS, & ABILITIES

Skills-based Competencies

Required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including software and preparing; maintaining accurate records; analyzing data; applying job-related codes, regulations, and laws; operating standard office equipment and office technology; promoting activities and/or events; screening telephone calls; using general office software applications.

Knowledge-based Competencies

Required to perform basic math, including calculations using fractions, percentages, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and analyze situations to define issues and draw conclusions. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: codes, regulations, and laws related to student enrollment, graduation, and transfer; business telephone etiquette; bookkeeping practices; concepts of grammar, spelling, and punctuation; job-related codes/laws/rules/regulations/policies; keyboarding; office equipment and technology; and recordkeeping and record retention practices.

Ability-based Competencies

Required to schedule activities, meetings, and/or events; gather and/or collate data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with similar types of data; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited. Specific ability based competencies required to satisfactorily perform the functions of the job include: adapting to changing priorities; communicating with diverse groups of individuals; maintaining confidentiality; working as part of a team; working with detailed information; working with frequent interruptions; setting priorities and working under minimal supervision; working within time constraints; and ability to read, write, and communicate clearly.

MARGINAL FUNCTIONS

Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

PHYSICAL ABILITIES AND WORKING CONDITIONS

The Physical Abilities and Other Conditions of Continued Employment listed in this section are representative of, but are not intended to provide an exhaustive list of Physical Abilities and Other Conditions of Continued Employment which may be required of positions in this class. Clarke County School District encourages persons with disabilities who are interested in employment in this class and need reasonable accommodation of those disabilities to contact the Human Resources Department for further information.

Vision: Ability to read small print and view a computer screen for prolonged periods.

Hearing: Ability to tolerate exposure to noisy conditions.

Speech: Ability to be understood in face-to-face communications, to speak with a level of proficiency and volume to be understood over a telephone or computer.

Upper Body Mobility: Ability to use hands to grasp, and manipulate small objects; manipulate fingers, twist and bend at wrist and elbow; extend arms to reach outward and upward; use hands and arms to lift objects; turn, raise, and lower head.

Strength: Ability to lift, push, pull and/or carry objects which weigh as much as 5 or more pounds on a frequent basis. Incumbent may be required to physically restrain parties involved in a conflict.

Environmental Requirements: Ability to encounter constant work interruptions; work cooperatively with others; work independently; work indoors.

Mental Requirements: Ability to read, write, understand, interpret and apply information at a moderately complex level essential for successful job performance; math skills at a high school proficiency level; judgement and the ability to process information quickly; learn quickly and follow verbal procedures and standards; give verbal instruction; rank tasks in order of importance; copy, compare, compile and coordinate information and records. Understand how to manage stress.

Remote Work Requirements: Ability to be flexible and adapt as needed between various in-person working environments

Additional Work Conditions & Physical Abilities: Generally the job requires 70% sitting, 15% walking, and 15% standing.

It is the policy of the Clarke County School District not to discriminate on the basis of age, sex, race, color, religion, national origin, marital status, disability or any other legally protected status in its educational programs, activities or employment practices. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks. This job description is intended to accurately reflect the position activities and requirements. However, management and administration reserves the right to modify, add, or remove duties and assign other duties as necessary. It is not intended to be and should not be construed as an all inclusive list of all the responsibilities, skills, or working conditions associated with the position.

Clarke County School District

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