District Administrative Assistant/Registrar

Position Type:
Secretarial/Clerical
Date Posted:
12/21/2023
Location:
Skokie School District 73.5
Date Available:
ASAPDistrict Administrative Assistant/Registrar
Description: The District Registrar is responsible for all aspects of school enrollment.
Reporting Structure: CSBO and Special Education Director
Responsibilities: The District Office Services Specialist has 3 main responsibilities.

1. District registrar (.50 FTE): This responsibility will require focus during the months of February-June (planning, preparing, and executing enrollment and residency processes), May & June, preparing and sending transfers of 8th-grade records to D219, and August (finalizing enrollments). Year-round as needed for transfers in and out of the district.
   1. Reviewing all new Pre-Registrations
      • Confirming identity
      • Notifying schools of new pre-registrations
      • Working with schools to approve pre-registrations
      • Notifying Data Coach when a new student is approved
      • First pass at confirming residency for new students
      • Reviewing and sharing prior school records with D735 schools
      • Following up to obtain records from prior schools, if needed
   2. Verifying residency for all district families
      • Reviewing and updating processes -- at least once a year
      • Revising any required paper forms, such as Special Affidavits
      • Preparing files for submission to CLEAR Batch processing (returning students)
      • Analyzing and recording CLEAR Batch results
      • Providing updated residency statuses for use by all schools
      • Pulling individual background reports as needed
      • Watching student homes to confirm residency as needed
   3. Paper forms needed for special circumstances (e.g. mid-year early entry from Early Intervention students)

1. PowerSchool/SIS Data Specialist backup (.20 FTE): This responsibility will support the Data Specialist during July (rollover) and working at in-person registration support events (July-August/Summer)
   1. Processing all district transfers out
      • High school (annually)
      • Students moving out of the district throughout the school year
   2. Maintaining files for all students who have passed through the district
   3. Working with Student Services to ensure compliance with applicable regulations
      • Assisting with McKinney-Vento situations
      • Ensuring all out-placed and in-placed Special Education students records reflect their placement
      • Scheduling summer In-Person Registration Support events

1. Accounts Payable / Accounts Receivable Support (.30 FTE):
   1. Coordinating procurement, purchasing, and receiving of curricular resources
   2. Creating purchase orders for district administration
   3. Processing accounts receivables and incoming payments in compliance with financial policies and procedures
   4. Performing day-to-day financial transactions, including verifying, classifying, computing, posting and recording accounts receivables' data
   5. Preparing bills receivable, invoices and bank deposits
   6. Skills required
      • Basic knowledge of bookkeeping processes
      • Ability to focus on task and follow through to completion
      • Flexibility to work on projects as needed

Qualifications:

• Proficient in PowerSchool
• Strong Google skills including: word processing, spreadsheets, presentations and related software (Google suite of products preferred).

Terms:12 month employee - salary and work schedule as defined in the Skokie 73.5 PSRP Council.
Evaluation: Performance to be evaluated as defined in the Skokie 73.5 PSRP Council agreement.
Application/Selection Procedure:
Complete the on-line application at www.sd735.org. Please upload a letter of application, resume, and letters of recommendation. Select applicants will be contacted to provide additional information. Thank you for your interest in our district.
Skokie School District 73½ is located in culturally diverse Skokie, Illinois, a suburb of Chicago. There are approximately 1,100 students in the three building school district. Nearly fifty percent of the students come from homes where a language other than English is spoken and more than 60 languages are spoken. District 73½ seeks a diverse candidate pool that is reflective of the diversity of our student body.