Classification: Classified
FSLA Status: Non-Exempt
Salary: $45,000-$65,000
Schedule: Full-Time
Location:On Site/North Bend (OR residency required)
Reports to: Enrollment & Engagement Manager
Contract Days: 12 months
Bargaining Unit: No
Employment Agreement Date: 07/01/2026-06/30/2027
Overview
Evergreen Virtual Academy (EVA) is an independently managed, public charter school for kindergarten through 12th grade students in Oregon. When you join the team at EVA, you join a team of dedicated professionals working all over the state in a virtual environment to ensure the success of our families and students meet their educational needs and goals. EVA is authorized by the North Bend School District and accredited through Cognia.
Job Summary
The student records specialist, under general direction, is responsible for providing secretarial, clerical, and administrative support to ensure that school services are provided in an effective and efficient manner. This position maintains all incoming and outgoing student records. They act as the school contact for student withdrawal and transcript requests. They also act as the school’s advocate or representative in handling student records requests, enrollment documentation, and maintaining accurate student demographic information.
Essential Duties, Responsibilities, and Abilities
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.
Clerical/Administrative Duties:
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Maintains all student incoming and outgoing records.
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Fulfills parent requests for student information.
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Collects and updates all student immunization and health screening documents.
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Cross-verify enrollment documents and information updates as needed.
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Manually enters and maintains student information into District Student Information System.
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Utilizes Oregon Department of Education system for collecting and verifying information.
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Uploads and maintains records in student records storage platforms (Scribbles, Parchment, etc.)
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Communications with local and state agencies as well as other schools or districts to obtain and exchange records or information.
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Creates transcripts and verifies content for accuracy.
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Utilizes transcript tool to update student transfer credits.
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Utilizes student records platform to send and receive records.
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Efficiently processes all withdrawal requirements.
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Communicates student withdrawal status to local districts.
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Works closely with academic administrators and assists with various projects.
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Provides official forms and files for students, legal guardians, schools, and districts upon request.
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Assists in maintaining contact with families, teachers, and other community members.
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Assists with student enrollment, re-enrollment, re-instatement, and re-registration processes.
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Updates student, parent and/or learning coach, demographic information in a timely manner.
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Supports the enrollment process, participates in enrollment meetings with faculty, students, and staff members.
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Validates student information by utilizing provided reporting tools.
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Ensures state and school compliance guidelines are met for all incoming and current enrollments.
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Processes varied verification requests from the enrollment portal.
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Greet guests that visit the office and help with incoming calls.
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Participates in in-person events as needed.
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Operates a variety of office equipment, computer, and peripheral technologies to record information and generate lists, reports, and other materials.
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Utilizes multiple platforms for communication with students/families (O365, ParentSquare, ParentVUE, StudentVUE, Zoom, email, Canvas, etc.)
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Utilizes a variety of word processing, database, presentation, webpage, spreadsheet, email, internet, intranet, and other software and tools.
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Other related duties as assigned.
Communication and Relationship Building:
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Maintains positive rapport with families and students they aid.
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Works collaboratively with other staff members across grade levels and departments.
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Responds to students, parents, and colleagues in a timely manner.
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Responds and works with other schools, districts, and government agencies.
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Fulfills mandatory reporting requirements and follows FERPA guidelines.
Other Essential Skills and Functions:
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Displays courtesy and sensitivity even in difficult or emotional situations.
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Identifies and resolves problems in a timely manner.
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Gathers and analyzes information skillfully.
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Treats people with respect and inspires the trust of others.
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Works with integrity and accepts criticism and feedback.
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Adapts to changes in the work environment.
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Balances team and individual responsibilities.
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Exhibits objectivity and openness to others' views.
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Completes administrative tasks correctly and on time.
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Follows policies and procedures with fidelity.
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Supports organization’s goals and values.
Supervisory Responsibilities
Qualifications
Minimum Required Qualifications:
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High School Diploma or equivalent AND
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Two years of related experience and/or training OR
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Equivalent combination of education/training and experience
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Ability to clear required background check
Certificates and Licenses:
Other Desired Qualifications:
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Associate’s degree (AA) or bachelor's degree (BA/BS) preferred
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Experience working in schools, charter schools, and/or school districts.
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Experience working in virtual schools or online business settings.
Physical/Mental Demands
The employee is required to possess excellent communication skills, both written and oral. Human relations and communication skills are necessary to handle frequent personal and telephone inquiries received from students/families, administrators, teachers, classified employees, and others. Work requests are often received which require immediate attention setting up conflicting priorities for timely response. Sound judgment and a pleasant attitude are required in stressful situations. The employee needs to be able to lift/move/carry materials, equipment, or boxes weighing up to 30 pounds.
