Full Time1.0 FTE Schedule12-month Monday - Friday Salary RangeGroup 6 from $21.44 to $26.93 per hour
Position Summary: Supports the accuracy, accessibility, and appropriate handling of district student records through records processing, student information system (SIS) support, routine data review, and assistance to staff and families. Coordinates with the SIS team, school nurses, lead nursing staff, and other departments to maintain accurate student health and immunization records and provides support for state and federal reporting. Assists with resolving record and system-related questions while ensuring the confidentiality and appropriate handling of student information.
Responsibilities:
- Student Records and Transcript Services Priority: Essential | Percent of Time: 50%
Examples of this work include:
- Maintain post-graduation high school transcript records and respond to transcript requests from graduates and former students.
- Process requests for elementary student records when students leave the district.
- Provide graduation verification to authorized requesters.
- Prepare elementary and high school records for electronic archiving and maintain organized records in accordance with district procedures.
- Provide technical support for electronic student record transfers within the SIS, including researching data discrepancies, performing additional data mapping and configuration, and resolving transfer-related issues to ensure student records are accurately incorporated into the district's database.
- Coordinate the ordering of high school diplomas and manage their distribution to individual schools to ensure diplomas are available for graduation ceremonies and related activities.
- Serve as primary district contact for Social Services, conducting quarterly communications to verify contact information and ensure the accuracy of authorized recipients of confidential student information releases.
- Student Information System Support Priority: Essential | Percent of Time: 20%
Examples of this work include:
- Provide technical support and guidance to district staff and parents regarding the student information system (SIS), independently investigating and resolving system-related questions, data issues, and operational problems.
- Conduct routine data integrity reviews across multiple areas of the SIS. Analyze information, identify discrepancies or irregularities, research underlying causes, and determine appropriate corrective actions to maintain accurate and consistent student records.
- Monitor state reporting system error logs and address errors within the SIS to support accurate and complete student data reporting, including the accuracy and completeness of data required for foundation aid reporting.
- Provide one-on-one training and guidance to users on established student-data entry, maintenance, and records procedures. Assist with additional training support when larger groups of staff require instruction.
- Provide backup support to the SIS team for routine data checks, reporting requirements, and other operational tasks as assigned.
- Registration, Reporting, and Academic Records Support Priority: Essential | Percent of Time: 20%
Examples of this work include:
- Monitor elementary pre-registration workflows during the summer and assist with processing registrations during periods of increased workload to support timely enrollment.
- Work with Teaching and Learning to provide SIS support for elementary standards and progress-report processes.
- Collaborate with school nurses and lead nursing staff to assist with immunization data entry, review, and reporting needs.
- Review and reconcile student immunization information between the SIS and the North Dakota Immunization Information System (NDIIS). Identify discrepancies, missing information, and data inconsistencies; research issues; and coordinate necessary corrections to maintain accurate records and support regulatory reporting requirements.
- Prepare and provide monthly immunization reports and assist with data accuracy and reporting requirements for state and federal agencies.
- Access Control, Credential Support, and Departmental Operations Priority: Essential | Percent of Time: 10%
Examples of this work include:
- Monitor new employee hiring workflows for SIS access needs and coordinate access requests with appropriate staff.
- Independently investigate, diagnose, and resolve employee key fob authentication issues involving the integration between the district's access control system and printing authentication systems. Research credential discrepancies, identify causes of failed or incorrect user authentication, and implement appropriate corrections to restore proper system functionality.
- Provide backup support for door-access fob issuance and elementary student bus badge printing as needed.
- Participate in required training and provide additional departmental support as assigned.
Knowledge, Skills, and Ability:
Minimum Qualifications:
- High school diploma or GED.
- One to three years of school-based or other relevant administrative, records, or system-support experience.
- Ability to use student information systems, office software, and web-based applications to complete assigned work and troubleshoot routine system-related issues.
- Ability to analyze information, identify data discrepancies, research problems, and determine appropriate corrective actions.
- Ability to maintain accurate records, identify data discrepancies, and follow established procedures to research and correct errors.
- Working knowledge of database concepts, data relationships, information systems, and electronic records management.
- Clear written and verbal communication skills, with the ability to provide guidance and training to staff and interact professionally with families.
- Ability to handle confidential student information, work independently with limited supervision, and manage competing priorities.
Preferred Qualifications:
- Experience with K–12 student information systems and student records processes.
- Experience with electronic records, transcript processing, registration workflows, and routine reporting.
Reports To: Director of Information Technology The position regularly interacts with district staff, building administrators, school nurses, students, parents/guardians, former students, and external agencies or authorized individuals. Contacts involve providing technical guidance, resolving student information system and records-related issues, coordinating data corrections, supporting reporting requirements, and communicating information regarding student records. The position serves as a resource to staff and families by explaining procedures, researching questions, and helping resolve issues that require knowledge of district student information processes. Communication requires professionalism, sound judgment, and the ability to handle confidential student information appropriately. Work involves analyzing and resolving a variety of student record, data integrity, system configuration, and system integration issues. Problems may involve multiple data sources, interconnected systems, reporting requirements, or inconsistencies that require independent research and technical troubleshooting to identify the underlying cause. The position exercises independent judgment in determining appropriate corrective actions and resolving issues within established procedures.
The position must balance competing priorities, evaluate the potential impact of data discrepancies, and address issues in a timely manner. Errors or unresolved problems may affect the accuracy and accessibility of student records, state and federal reporting, immunization compliance, and the operation of district processes that depend on accurate student information.
Freedom To Act:
The incumbent performs assigned responsibilities with considerable independence and minimal day-to-day direction. The position independently evaluates issues, research discrepancies, determines appropriate corrective actions, and resolves routine and moderately complex student record, data, and system-related problems within established district procedures and guidelines. The incumbent exercises judgment in prioritizing work, determining appropriate solutions, and coordinating with staff and other departments to resolve issues. Matters involving policy interpretation, exceptions to established procedures, or decisions outside the position's assigned authority are referred to the appropriate supervisor or department. All employees must comply with department and institution procedures and policies, Fargo Public Schools policies and procedures, as well as local, state, and federal laws, regulations, guidelines, and applicable business and industry standards.
Physical Requirements:
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 accommodation may be made to enable individuals with disabilities to perform the essential functions.
StandOccasionally Use hands dexterously (use fingers to handle, feel, type) Frequently
WalkOccasionally Reach with hands and arms Frequently
SitFrequently Climb or balance Rarely
Talk or hearFrequently Stoop/kneel/crouch or crawl Rarely Taste or smellRarely Lift and carry up to 50 pounds Rarely
Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is primarily performed indoors in an office environment. The noise level is generally quiet, with regular interaction and communication with district staff, students, parents/guardians, and other individuals.
Application Procedures All applications for open Fargo Public Schools positions must be made via www.applitrack.com/fargo/onlineapp. Paper submissions will not be accepted. Application materials must clearly explain how experience and education are related to the minimum qualifications and job duties. Applicants for certified staff positions will need to attach: 1) Cover Letter 2) Resume/CV 3) Three (3) Letters of Reference.
Job postings will be closed for applications at 5:00 PM Central Standard Time (CST) on the closing date listed in the posting.
Fargo Public Schools does not offer or provide sponsorships. Applicants must be legally authorized to work in the United States. Applicants who are residents of ND and eligible to claim veteran's preference must upload a Form DD214.Claims for disabled veteran's preference must include a current statement of disabled status from the Veterans Affairs Office. For more information or questions please email humancapital@fargo.k12.nd.us.The Fargo Public School District is committed to maintaining a learning and working environment free from discrimination and harassment in all employment and educational programs, activities, and facilities. The District prohibits discrimination and harassment based on a student's, parent's, guardian's, or employee's race, color, religion, sex, sexual orientation, gender identity, national origin, ancestry, disability, age, or any other status protected by law.
Any person having inquiries concerning the District's compliance with the regulations implementing Title VI, Title IX, the Americans with Disabilities Act (ADA), or Section 504 is directed to contact Dr. Patricia Cummings, Director of Compliance, who has been designated by the District to coordinate efforts to comply with the regulations regarding nondiscrimination. The office address and telephone number of Dr. Cummings are as follows: 700 7th Street S., Fargo, North Dakota 58103, (701) 446-1009. If any person believes that the District or District staff have inadequately applied the regulations of (1) Title VI of the Civil Rights Act of 1964, (2) Title IX of the Education Amendment Act of 1972, (3) Section 504 of the Rehabilitation Act of 1973, or (4) the Americans with Disabilities Act, they may bring forward a grievance to the District's Section Director of Compliance who serves as the 504 Coordinator. The District's grievance procedures are established to provide a prompt and equitable resolution of a complaint. However, it should be understood by the individual involved that a complaint can be made to the Office for Civil Rights without going through the District's grievance procedures:
U.S. Department of Education Office for Civil Rights Lyndon Baines Johnson Department of Education Bldg 400 Maryland Avenue, SW Washington, DC 20202-1100