Lead Administrative Assistant – Counseling & Data Services

School of the Osage, in partnership with our community, educators and families, will equip all students to reach their maximum potential for a lifetime of success.

 

Type of Position

 

Category: Classified

Position Summary

The Lead Administrative Assistant – Counseling & Data Services serves as the district registrar and provides administrative support to the counseling office while ensuring the accuracy, integrity, and maintenance of student records within the District's Student Information System. This position is responsible for student enrollment, withdrawals, transcripts, cumulative records, scheduling support, state reporting, and student data management. The position serves as a liaison between students, parents, counselors, administrators, and district staff to ensure compliance with district, state, and federal requirements related to student records.

Reports To

Building Principal and/or Director of Data Services

Qualifications

• High school diploma required; associate's degree preferred.
• Proficiency with Infinite Campus or comparable Student Information System.
• Strong organizational and communication skills.
• Ability to maintain strict confidentiality.
• Ability to manage multiple deadlines and priorities.

Essential Responsibilities

Student Records & Registrar Functions

• Serve as the district registrar for assigned buildings.
• Maintain complete and accurate cumulative student records.
• Process student enrollments, withdrawals, and transfers.
• Request, receive, review, and maintain records from other school districts.
• Prepare and distribute official student transcripts.
• Verify graduation requirements and maintain graduation records.
• Ensure compliance with records retention requirements.
• Maintain permanent student records in accordance with state and federal regulations.
• Manage the counseling office file room and student records.

 

Student Information System

• Maintain accurate student demographic, enrollment, attendance, scheduling, grading, and transcript information within Infinite Campus.
• Verify the accuracy of student data entered into the Student Information System.
• Assist with data validation and correction for state reporting.
• Support Online Registration (OLR) and annual student data verification.
• Assist with data cleanup and record maintenance.

Counseling Office Support

• Provide administrative support to counselors.
• Assist with student scheduling.
• Coordinate schedule changes and maintain student schedules.
• Assist with college, military, and career representative visits.
• Assist with scholarship, assessment, A+, and related program documentation.
• Prepare correspondence, reports, and forms for the counseling office.
• Answer phones and assist students, parents, and staff.

Data Services

• Support district and building personnel with student data collection.
• Assist with Core Data submissions and other required state reporting.
• Assist administrators with student data requests.
• Reconcile student enrollment records as necessary.
• Assist with summer school data management.
• Maintain accurate student attendance and enrollment records.
• Assist with student assessment data collection and verification.

Lead Secretary Responsibilities

• Serve as the district lead secretary for student records and Infinite Campus processes.
• Assist in training and onboarding building secretaries in student information system procedures.
• Develop standardized office procedures and documentation related to student records.
• Provide backup support to building secretaries during peak enrollment periods and staff absences.
• Serve as a resource for building administrative assistants regarding enrollment, scheduling, transcripts, and student records.

Infinite Campus Leadership

• Serve as the primary building-level expert for Infinite Campus.
• Support building staff with Infinite Campus questions, troubleshooting, and best practices.
• Assist the Director of Data Services with system testing, implementation of new features, and districtwide initiatives.
• Coordinate annual Online Registration (OLR) activities and assist buildings with completion and follow-up.

District Support

• Collaborate with the Director of Data Services to ensure compliance with DESE reporting requirements.
• Assist with Core Data collection and validation when needed.
• Provide backup support for district reporting and data management functions.
• Assist with districtwide student enrollment initiatives, summer school, virtual learning, and other student data projects.

Office Operations

• Maintain office files and records.
• Prepare reports and correspondence.
• Process incoming and outgoing mail.
• Order and maintain office supplies.
• Assist with special events and projects.
• Maintain confidentiality of all student and personnel information.

Customer Service

• Serve as a resource for parents regarding student records and enrollment.
• Work collaboratively with counselors, administrators, secretaries, and district office personnel.
• Provide excellent customer service to students, parents, staff, and community members.

Other Duties

• Perform other duties as assigned by the building principal or Director of Data Services.

Knowledge, Skills, and Abilities

• Knowledge of student records management and FERPA.
• Knowledge of Infinite Campus or similar Student Information Systems.
• Strong attention to detail and accuracy.
• Ability to prioritize multiple tasks.
• Strong written and verbal communication skills.
• Excellent customer service and interpersonal skills.
• Ability to maintain confidentiality.
• Proficiency with Microsoft Office and Google Workspace.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

 

The individual who holds this position is required to sit, talk and hear, walk, stand and use finger controls.  The employee is frequently required to reach, bend and lift and carry up to 30 pounds.  Close, distance and peripheral vision ability to look at a computer screen for long periods of time is required.

 

Salary: Commensurate based on experience

 

Contract Type: 12 month

 

Applicant must apply online at:  https://osage.cloud.talentedk12.com/hire/Index.aspx

 

As a political subdivision, employer, recipient of federal funds, and educational institution, the Board of Education is prohibited from, and hereby declares a policy against engaging in unlawful discrimination, including harassment creating a hostile environment, on the basis of race, color, sex, national origin, ancestry, disability, age, or use of leave protected by the Family and Medical Leave Act, in its programs, activities, and with regard to employment. The Board is an equal opportunity employer.