Memphis Business Academy Charter Schools
SIS/PowerSchool Secretary Job Description
The SMS/ PowerSchool Secretary will perform a variety of tasks within the school building.
ROLES AND RESPONSIBILITIES:
The roles and responsibilities of the SMS/PowerSchool Secretary include, but are not limited to:
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State Data Clean-Up
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Ongoing maintenance of accurate class rosters and student schedules to support CLASS reporting
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Ensure accurate student rosters are reported to the state
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Foundation Data Clean-Up
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Verification of teacher rosters including subjects taught.
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Attrition data clean-up
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Report Card/Progress Report Coordination
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Supporting teachers in troubleshooting grade entry problems
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Verifying all grades are present
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Printing and coordinating a round of error-checking of all report cards
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Finalizing and distributing accurate report cards
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Maintaining an archive of report cards in the student's online and/or physical folder
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Behavior Reporting in PowerSchool
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Ensuring all incidents are entered accurately into PowerSchool on a timely basis and without errors.
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Working with staff to establish a clear process for timely processing of incidents and working with school leaders or the data team to correct the problem if this is not happening.
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Ensuring quality daily attendance data
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Running daily reports and following up with teachers that have not entered attendance.
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Make sure all students are assigned to the proper homeroom and course schedule and work with staff to make sure they are notified before any potential changes.
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Generating letters and otherwise following protocol surrounding truancy
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Ensuring attendance data is accurate by ensuring 100% of teachers take attendance each day and performing occasional audits.
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School Level Ambassador on how to operate Data Systems
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Data teams ambassador to the school – the first line of support for basic questions like password resets in PowerSchool
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Ideally (but not always) the point of contact to the data team for larger issues.
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Attend data training
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Maintaining Student Records (enrollment records, withdrawal forms, report cards, etc.)
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Completing withdrawal forms for all departing students including a no-show students
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Scanning and organizing COMPLETE student records in a timely manner (and ensuring all documents are accurately reflected in PowerSchool)
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Archiving student report cards
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Enrollment Process Lead
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E-mail all required documentation and submit discharges in
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Maintain all required documentation for attempted contacts for No-Show discharges.
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Ensure families have a place to enter online applications at the school during the application window.
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Manage enrollment process including the collection, scanning, and organizing of all required documents.
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Front Office Support
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Cover the front desk when Office Manager is away from the desk
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Answer incoming phone calls
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Respond to in-person parent requests
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Ensure front office activities continue to run smoothly (sign for packages, etc.)
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Special Event Planning & Execution
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Coordinate with School Operations Team to plan and execute school-specific events
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Activities may include:
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Creating & distributing student, parent, and staff communication
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Making space and furniture arrangements
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Ordering materials and/or refreshments
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Setting up space for the event
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Copier Machine Maintenance & Supply Management
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Order copy machine materials to keep an appropriate supply on hand (toner, staples, waste toner) through IT services
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Observe copy machines and ensure jams are cleared in a timely fashion
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Request IT maintenance when needed
QUALIFICATION REQUIREMENTS:
The SMS/ PowerSchool Secretary must meet the following criteria:
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Has experience with SMS/ PowerSchool platform (required)
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Has experience working in a school office setting (required)
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Must be flexible
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Bilingual / bi-literate in Spanish (desired)
