CL23236: Secretary/Registrar/Data Analyst - Tri-Tech

The Tri-Tech Registrar/Data Analyst Secretary requires a broad range of skills from providing high quality customer service as the first point of contact for guests to Tri-Tech to student enrollment and data collection, management, and reporting.

Working closely with the Assistant Director, sending school registrars and counselors from eight school districts, the Tri-Tech Registrar/Data Analyst Secretary will manage and maintain student enrollment and student information. The position plays a critical role in registration and enrollment procedures. Annual student data entry and management is approximately 1,300 students for the regular school year and 700 students for summer school session. Student records are entered, managed, and maintained in PowerSchool, SM Apply and exported and managed in Excel. Data entry must be completed in a timely and accurate manner to coincide with regular reporting cycles and student registration needs of districts that send students to Tri-Tech. Effective service-minded communication is key.

Other duties include supporting the Assistant Director with attendance at monthly counselors’ meetings, ASB support, data collection management for outreach and general office responsibilities., 1. Provide general administrative support, including managing schedules, arranging meetings, and handling communication.

1. Data entry and management: Input and update data in student management systems and spreadsheets. Ensuring accuracy and integrity of data by conducting regular quality checks. Manage and organize large datasets efficiently.
2. Organize and maintain files and records, both physical and electronic.
3. Data collection and analysis: Utilize collection and analytical tools and techniques to interpret data and generate insights.
4. Be responsible for entering, managing and maintaining student records and other pertinent student information, maintaining confidentiality of student records and information as appropriate.
5. Gather and maintain all required documents from sending schools related to student enrollment, including but not limited to interlocal agreements with non-Tri-Tech cooperative school districts, gathering of required student immunization records and other related documents.
6. Coordinate with the Tri-Tech Director by preparing monthly FTE pre-count reports, send pre-count data to participating school districts and reconcile monthly counts. This process requires pulling data from PowerSchool and exporting data to Excel.
7. Work jointly with the Tri-Tech Director in preparation for enrollment audits for current or previous school years.
8. Prepare all student enrollment information and work jointly with teachers on student data matters including, but not limited to, PowerSchool functions, class lists, student information reports work with pre-enrollment data in SM Apply and export to Excel for report purpose, etc.
9. Develop a positive working relationship with key contacts at the schools that send students to Tri-Tech. These contacts include registrar’s, counselors and other relevant sending school staff.
10. Develop a positive, collaborative working relationship with all Tri-Tech staff.
11. Provide counselors with student records for their interpretation.
12. Input grades and information from internal and external sources into student course histories.
13. Assist as appropriate to support the school administration and counselors in the operation of the school.
14. Answer office phones and direct visitors as part of the Tri-Tech secretary front office team.
15. Perform all duties of the position within the scope of Kennewick School District policies and procedures, including regular attendance and punctuality.
16. Attend some evening building operational meetings as needed.
17. Work cooperatively with students, parents, teachers, and administrators.
18. Promote a positive image of Tri-Tech and Kennewick School District.
19. Perform other related duties and responsibilities as assigned/requested by the supervisor., This holds true for all students who are interested in participating in all education programs and/or extra-curricular school activities in the Kennewick School District.

Applicants: Inquiries regarding compliance procedures or requests for reasonable accommodation may be directed to the School District’s Associate Superintendent or Director of Human Resources.

1. High school graduate or equivalent.
2. Must present transcripts of highest level of education within thirty (30) days of hire.
3. Must be able to perform the essential functions of the position with or without reasonable accommodation.
4. Must be able to meet the Physical Demands of the position.
5. Must pass a basic skills test.
6. Must complete Safe Schools web-based safety program within thirty (30) days of employment and yearly thereafter.
7. Must pass a Background Check, which includes employee-paid fingerprinting., 1. Minimum three years successful work experience in a secretarial role as a secretary/data analyst.
8. Knowledge of and demonstrated proficiency at operating office technology, including Windows and Microsoft Office Suite (Word and Outlook). School District experience in PowerSchool or similar student records system.
9. Demonstrated experience in using Excel.
10. Keyboarding accuracy and speed at 50 wpm.
11. Demonstrated proficiency in verbal and written skills including an excellent working knowledge of correct grammar, spelling, and English usage.
12. Demonstrated competency and appropriate use of telephone etiquette, using a multi-line phone system; maintaining effective and positive working relationships with students, staff, parents, and the general public; the ability to be courteous and communicate with difficult people; ability to maintain of confidentiality standards.
13. Ability to work independently in an interrupted environment; exercising sound organizational judgment, setting priorities, and initiating tasks.
14. Demonstrated ability to independently learn new procedures, processes, and use new equipment. This is critical for technology skills necessary to be successful, such as developing a thorough understanding and application of PowerSchool and SM Apply.
15. Evidence of an ability to provide a friendly, caring, invitational, and safe atmosphere in the school office.
16. Evidence of an ability to work under pressure and with interruptions while maintaining a positive attitude.
17. Evidence of excellent attendance, punctuality, and dependability; evidence of ability to be self-disciplined and a self-starter and with an ability to meet deadlines.
18. Positive evaluations and recommendations.
19. Willingness to perform other related job duties as assigned.

QUALIFICATIONS PREFERRED

1. Bilingual in Spanish., * Sense: The employee is required to talk/hear conversations and other sounds. The employee must be able to communicate effectively in person and over the telephone. The employee is required to taste and smell. Specific vision abilities required by this job include close vision, far vision, color vision, peripheral vision, depth perception and the ability to adjust focus. * Lifting: The employee must be able to lift or move up to 18-26 pounds; must also be able to lift overhead. The employee may be required to physically move quickly in an emergency or while performing student supervision duties.