Student Rec & Syst Data Spec – Charter Schools USA

Job title: Student Rec & Syst Data Spec

Company: Charter Schools USA

Job description: Job DescriptionJOB PURPOSECollects data and documentation and enters student and school data into district/parish and CSUSA student information system(s) following state and district/local requirements to ensure optimal student support and funding. Works with school leaders, marketing, enrollment, curriculum, operations, and student support stakeholders to collect and modify the data as needed. Stewards proper storage and upkeep of associated digital and physical documents, monitors and reviews system data and potential errors on an ongoing basis to ensure optimized state reporting, funding, and operational compliance of student records at the school.ESSENTIAL DUTIES AND RESPONSIBILITIESData Entry & Accuracy

  • Enters, verifies, corrects, and audits data where and when necessary; obtains additional information for incomplete documents.
  • Ensures all data for students is up to date, accurate, and aligns between the student information system (SIS), enrollment system, and the state/district systems.
  • Utilizes error reports to make appropriate corrections to student data.
  • Maintain student records, attendance information, and grade reporting in SIS.
  • Coordinate with CSUSA departments (e.g., food services, academics) to ensure tight PowerSchool integration for optimal system usage.
  • Assist in clearing CSUSA and district error reports for proper year-long SIS database flips, and maintenance.

School Student Scheduling and Attendance

  • Consults with appropriate CSUSA personnel to assist in student schedules and procedures.
  • Enters daily attendance and maintains accurate attendance reports in both the district system and SIS.
  • Supports system End of Year and Start of Year processes in the SIS.

Special Programs Data

  • Enters Free and Reduced Lunch (FRL) applications into the district and company’s database.
  • Ensure all the FRL data has been entered into the state or district system.
  • Works collaboratively with school ESE/Gifted staff members and ELL/MLL/Multi-Lingual Site Coordinator (e.g. ESOL, EL, ELL) to ensure all program data (including home language surveys) is accurate.
  • Ensures CSUSA and district procedures related to special populations (e.g. special education, gifted, MLL, 504, MTSS) enrollment including obtaining special population student records from prior school and communicating with school program leads so special services can be provided promptly.

Managing Student Records

  • Requests transcripts of incoming students and takes appropriate action to ensure completeness.
  • Prepares and transmits requests for student transcripts and other official documents related to students.
  • Consults with appropriate CSUSA staff and maintains electronic and hard-copied student records including attendance, immunization, transcripts, grades, student schedules, and procedures.
  • Consults with CSUSA and district procedures to obtain special population student records (e.g. special education, gifted, MLL, 504, MTSS) from prior schools for new enrollees.
  • Ensures school compliance/adherence to the district, state, federal, and CSUSA regulations guidelines regarding student records, including but not limited to attendance and grades, the Family Educational Rights and Privacy Act (FERPA), as well as assist in the development and enhancement of enrollment policies and procedures.
  • Responds to requests for information and access relevant files in providing information.
  • Complies with all data integrity and security policies of district, state, federal, and company. Maintains the strictest confidentiality requirements.
  • Reviews student records to ensure current information, accuracy, and completeness with the state/district regulations and guidelines.
  • Manage and administers registration, recommitment, and withdrawal process and associated reporting for all students.

State Reporting

  • Prepares, compiles, and sorts documents for data entry into school and district/state databases.
  • Ensure all enrollment and provided academic coding (e.g. course coding, teacher certification, class size), scheduling, and student information are accurate and optimized in the district/state system for funding.
  • Regularly reviews state error reporting is accurate and complete.
  • Monitors and updates information in databases to ensure funding count cycles are accurate.
  • Enters and maintains student records, immunization, attendance information, and grade reporting into the state/district system.
  • Attend district/state training offered on formal reporting.

Marketing and Enrollment Team Membership

  • Cross-train others on critical Entry Data Specialist functions and be cross-trained on other critical marketing and enrollment functions.
  • Provide status updates and progress on marketing and enrollment-related projects.
  • Prepares a variety of enrollment, registration, and application reports for school leadership.


  • Has the ability to use and engage social media (e.g. Facebook, Instagram, Twitter, YouTube) and digital marketing to promote the school and CSUSA.
  • Demonstrates proficient experience with Microsoft Office (Word, Excel, PowerPoint), Student Information System (SIS), and email communications.
  • Possesses detailed knowledge of Federal, State, and local requirements for K-12 schools and charter school law preferred.
  • Has the ability to work and interact with individuals at all levels of the organization.
  • Has the ability to organize, prioritize and manage multiple priorities.
  • Has the ability to establish a set of operating principles and routines; driving projects to completion, while insisting on the highest level of quality.
  • Possesses excellent communication skills: oral (including presentations), written, interpersonal (active listening)
  • Has the ability to be at work consistently, to be on time, to follow instructions, to respond to management direction, and to solicit feedback to improve performance.
  • Possesses good knowledge of company and departmental policies and procedures.
  • Leads by example in adherence and knowledge of the CSUSA and the school’s vision, mission, values, and value proposition demonstrated by the commitment to act in an ethical manner using behaviors that promote a team concept.
  • Follows through on duties and projects assigned.
  • Participates in and completes training programs offered to increase skill and proficiency related to assignments.
  • Reviews current developments, literature, and technical sources of information related to job responsibility.
  • Follows company policies, and federal and state laws.
  • Ensures adherence to good safety procedures.


  • 2-year college degree/equivalent experience (required) or higher (preferred).
  • Minimum of 2 years relevant experience.
  • Excellent organization, time management, and follow-up skills.
  • Must be able to present a professional office with great customer service skills.
  • Must have a positive attitude and be able to collaborate with others, while helping to maintain a pleasant working environment.
  • Must be detail-oriented.
  • Being bilingual is a plus, but not required.
  • Ability and willingness to work successfully with students, parents, and staff.
  • Must pass a background check.
  • Ability and willingness to take directions.
  • Excellent references including attendance and punctuality.
  • Demonstrates excellent oral (including presentations), written, interpersonal (active listening), skills and ability in negotiating and influencing; professional phone etiquette.
  • Proactive and takes initiative. Thinks creatively. Drives projects to completion. Insists on the highest level of quality.

WORK ENVIRONMENTWhile performing the responsibilities of this position, the work environment characteristics listed below are representative of the environment the employee will encounter:

  • Usual office working conditions.


  • No physical exertion required.
  • Travel within or outside of state.
  • Light work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force as frequently as needed to move objects.

TERMS OF EMPLOYMENTSalary and benefits shall be paid consistent with CSUSA salary and benefit policy. Length of the work year and hours of employment shall be those established by Charter Schools USA.FLSA OVERTIME CATEGORYJob is non-exempt subject to the minimum wage and overtime provisions of the Fair Labor Standards Act (FLSA).EVALUATIONPerformance will be evaluated in accordance with Charter Schools USA’s policy.DECLARATIONThe Charter Schools USA Human Resources Department retains the sole right and discretion to make changes to this job description. Any employee making changes unauthorized by Human Resources Department will be subject to disciplinary action up to and including termination.Location(s)Six Mile Charter Academy-FL934

Expected salary:

Location: Fort Myers, FL

Job date: Sun, 31 Mar 2024 05:47:49 GMT

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