Special Program Clerk/Enrollment Clerk 11189-2022 Job at Vancouver Public Schools

Vancouver Public Schools Vancouver, WA 98661

Job Description


Special Programs Clerk-Enrollment Clerk
8 hours, 10 months per year
Bilingual Preferred

Fair Labor Standards Act Status: Non-Exempt

We appreciate your interest in employment with Vancouver Public Schools (VPS). All applications are considered and reviewed. The most qualified and competitive applicant(s) that possess directly related experience and expertise, training, and education may be invited to participate in the interview/selection process. As part of the selection process, the District conducts confidential reference checks to include former and present employers and also requires a criminal background investigation. Unfortunately, due to the number of applications received, not all applicants will receive an interview.

Résumés should include education, relevant experience (including current position), and skills which highlight the qualifications of the position to which a person is applying.

All district employees are encouraged to review their personnel file periodically to ensure that their file includes current and relevant documentation that supports their degree, education or credits, experience, training, etc., as it relates to qualifications described on job postings.

Failure to submit a full application package will result in disqualification.

Internal applicants must have current transcripts or documentation to confirm education on file or included with the application.

External applicants must include transcripts or documentation to confirm education with application.

Qualifications:

    Possess a high school degree or comparable equivalent
    Minimum of two (2) years of job-related related experience which demonstrates ability to work independently, with a minimum of supervision and function in a dynamic, fast-paced, continually changing environment with frequent interruptions, OR
      Documentation verifying an Associate's degree or credits from an accredited university, college, community college, or business school may be used to fulfill or help fulfill the two (2) years of job-related experience. Ninety (90) quarter or sixty (60) semester credits are equivalent to two full years of job-related experience.
    Recency (prior 10 years) and substance of work experience will be considered in determining applicant qualifications
    Experience which demonstrates excellent customer service abilities, interpersonal skills, team player attitude, and the ability to manage situations
    Experience which demonstrates a high level of attention to, and management of, detailed information
    Experience which demonstrates strong organizational skills and the ability to meet deadlines
    Experience which demonstrates excellent problem solving, analytical, and conflict resolution skills and ability to think quickly
    Experience which demonstrates excellent written communication skills and have ability to compose and proof correspondence as needed
    Experience using Microsoft Office/Suite (including Word and Excel)
    Experience using Microsoft Office/Suite (including Access and PowerPoint) preferred
    Possess skill in working with numbers, mathematical computations, and worksheets
    Willingness to learn new technology
    Working knowledge and demonstrated experience in GMail, Absence Management, Pagemaker or similar desktop publishing programs, and Student Information System through Skyward is preferred
    Experience working with statistical and accounting reports is preferred

Knowledge, Skills, and Abilities:

    Ability to interpret written/oral directives and to apply district rules, regulations, procedures, and policies
    Demonstrated ability to understand, recognize, and protect highly confidential information
    Ability to operate office machines and equipment
    Ability to effectively communicate with and appreciate individuals from diverse, socio-economic backgrounds
    Ability to advance and adapt with technological changes and work with program applications related to maintaining accurate student records in the Student Information System
    Knowledge of Compulsory Attendance Law, Vancouver School District policies and regulations in relation to attendance, school boundaries, discipline and HIB (harassment, intimidation and bullying)
    Knowledge and understanding of Family Education Rights and Privacy Act (FERPA)

Other Requirements:

    Ability to lift and move moderately sized objects up to 50 pounds
    Regular attendance to carry out the duties and responsibilities of the position to achieve program requirements

Essential Functions:

Professionalism/Interpersonal Skills
    Treats co-workers, supervisors, students, parents and others with dignity and respect at all times
    Serves as a positive role model for students, and practices the behaviors that are expected of our students
    Works in a flexible and cooperative manner
    Establishes and maintains effective working relationships with staff, students, parents, business and community groups and/or other members of the public

Department Support
    Supports Student Welfare and Attendance with attendance, discipline, enrollment, and boundary exception processes and school support
    Supports the Student Success Coordinator through scheduling and appointments
    Compiles data for federal and state reports
    Provides accurate reports to school building administration, central office administration and the Vancouver School District Board of Directors
    Greets parents, student, staff, and the public either on the phone or in person utilizing good customer service skills
    Assists parents, students and staff inquiries by determining their needs and explaining the appropriate procedure or school district policy/regulations
    Maintains professional and courteous demeanor in working with the public and maintain composure in diffusing emotional situations
    Understands, applies and remains current on the Washington State Administrative Code and any applicable Vancouver School District policy and regulations related to areas of discipline, attendance, enrollment, boundary exceptions, and HIB (harassment, intimidation and bullying)
    Performs other tasks and assumes other responsibilities as assigned by administrator in alignment with their job classification
Recordkeeping and Reporting
    Conducts interviews with parents to verify variety of information regarding student guardianship, residence and boundary
    Follows district procedures and state guidelines in registering and withdrawing students within boundary, out of boundary and out of district
    Reviews registration forms for completeness and accuracy. Researches discrepancies and follows-up to establish a complete and accurate record in master student information system.
    Follows up on required transfer documentation for student transferring to VSD to accurately establish student file in master database
    Coordinates records request from prior district for new, existing and transfer students
    Performs all functions in registering student(s) including, but not limited to, establishing student identification number, verifying auxiliary education support, i.e., Special Education and English Language Learner eligibility
    Calculates, runs and submits P223/Enrollment Report
    Provides enrollment confirmation to principal, counselors and/or other staff to facilitate course scheduling
    Creates and maintains district student records/folders and forwards student folders for transfer students, as needed
    Release and recommendation paperwork to Open Doors-ESD and Clark College
    Input transfer grades for students earning Open Doors credit
    Compile folders for hearings and re-engagement meetings
    Complete status changes and add attendance daily for Vancouver students enrolled/withdrawn in Clark County Juvenile Detention
Benefits/Compensation:

Salary range: New employees will start at the minimum hourly rate in the salary range. However, employees who have verified prior years of service in a similar occupational status from other Washington School Districts or Education School Districts, may receive experience credit towards salary placement. Salary schedules can be accessed here .

Benefits: Employees who are anticipated to work at least 630 hours may be eligible for health, dental, vision, flexible spending accounts, life, and disability insurance benefits. Detailed information, including further eligibility criteria, can be found here .

Retirement: Employees may be eligible for retirement benefits through the Washington State Department of Retirement Systems (DRS). Eligibility is based on FTE. Detailed information can be found here .

Time Off: Vancouver Public Schools offers paid holidays and paid time off, including but not limited to, sick, vacation, personal, and bereavement leave. Additional negotiated leave options can be found in the associated Comprehensive Professional Agreement (CPA) for this position VAESP CPA .


Primary Location
Student Welfare and Attendance

Salary Range
$25.12 - $30.34 / Hourly Rate

Shift Type
Day Shift



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