Executive Services & Records Specialist

Position Overview The Whitnall School District is seeking a positive, detail-oriented individual in the dynamic role of Executive Services & Records Specialist. The individual in this role will work closely with the Superintendent in order to support daily functions and maintain legal requirements for School Board meetings and operations. They will also work as a member of the district Data Team in order to maintain student enrollment records, communicate with families around residency and documentation needs, and work with buildings and District employees to ensure consistent student data accuracy. Key responsibilities for this position include: • Engaging with District employees, School Board members, and community members on a daily basis • Serving as assistant to the Superintendent, including maintaining calendar and supporting daily operations, meetings, and records requests • Supporting the School Board by following state procedures for annual School Board elections, attending bi-monthly School Board meetings on Monday evenings, and keeping accurate minutes • Serving as Registrar for over 2300 students in five schools in the District • Submitting required state reports and maintaining accurate data in Infinite Campus and WISE systems to ensure accurate state data snapshots Job Responsibilities Executive and Board Support Board of Education & Public Governance Support • Compiles, formats, publishes, and distributes public board meeting agendas, resolutions, supporting documentation, and board packets in full compliance with state open meeting laws. • Attends all regular and emergency board meetings, and policy committee meetings; takes, transcribes, and maintains official minutes and voting records. • Manages, updates, and archives District Board Policies and Administrative Guidelines, ensuring public access via the district platform. • Coordinates legal notices, elections filings, public hearings, and official board correspondence. Superintendent Support & Central Office Operations • Controls and manages the Superintendent’s schedule, prioritizing appointments, administrative meetings, and campus visits. • Serves as the primary point of contact for parents, staff, and community members; resolves routine concerns or routes critical issues to appropriate administrative staff. • Handles, for the Superintendent and Board of Education, travel arrangements, conference registrations, expense reports. • Manages confidential files related to personnel, and legal matters, assisting with records requests, while ensuring compliance with records retention policies. • Provides back-up front desk support at the District Office, as needed. District Registration, State Reporting & Open Enrollment Student Registration & Onboarding (K4–12) • Manages centralized online student registration (K4–12) via Infinite Campus (IC), processing all student admissions and withdrawals district-wide. • Approves and uploads verified Residency Affidavits and Caregiver Forms to Infinite Campus, notifying relevant staff upon approval. • Approves tuition waiver forms, distributes copies once approved to parents/guardians, and forwards required documentation to resident school districts, as well as the Department of Public Instruction (DPI) for Alternative Year Tuition Waivers. • Assist parents with Infinite Campus parent portal navigation and registration inquiry and requests. • Manages 4K AM/PM section assignments and handles all parent communications regarding placements. • Creates and assigns district student fee structures in Infinite Campus, maintains and communicates fee structures for student supplies, Chromebooks, and paid bussing, in coordination with transportation, while managing fee exemptions in alignment with Free and Reduced Price Meal statuses. State Reporting & Data Management (WISE / Infinite Campus) • Oversees the district’s EdFi connection between Infinite Campus and DPI; manages the WISE data portal, resolves data errors, and maintains the official WISE School Directory. • Verifies staff and student information in Infinite Campus prior to loading data into WISEdata. • Manages official state enrollment counts and snapshots, including, but not limited to, the pupil membership Third Friday in September count and Second Friday in January count. • Serves as Infinite Campus support for staff. • Collaborates with the district data team for management of Infinite Campus, and coordination of CDRC and other state and federal reporting as needed. • Attends in-state conferences for professional learning. Open Enrollment (OE) & OPAL Management • Manages the full lifecycle of open enrollment applications, including processing forms, tracking timelines, and issuing official acceptance/denial notifications. • Oversees and updates the Open Enrollment Application System (OPAL) and maintains the district’s internal tracking spreadsheets. • Verifies OPAL September and January counts for Open Enrollment In & Out students. • Sends Open Enrollment (OE) application reminder emails to all families on Tuition Waivers. Accountabilities • Performs other duties as assigned.