Sis Assistant, Secondary Schools

3 weeks ago

Calgary, Canada Calgary Board of Education Full time

**Mission**:
**Competition Info**:
Calendar: 12 Month

**Salary**: Staff Association Grade D $23.62 - $30.96 /hour

FTE: 1.0, 35 hours/week

**Position Description**:
**purpose**

Under the direction of the School Principal and other members of the administration team, the purpose of this position is to process, maintain and ensure the integrity of student information records in secondary schools.

**accountability**

This position is accountable for:

- Accurately processing student records while ensuring that appropriate attendance and mark entries are accurate to ensure maximum funding for the schools;
- Participating collaboratively towards positive team productivity and outcomes;
- Demonstrating an understanding of SIS operations, and remaining current in all aspects of SIS and its supporting software packages;
- Effectively planning and performing work in ways that are timely, efficient; systematic and directed toward specific outcomes;
- Building positive, productive relationships with co-workers and stakeholders; and
- Working cooperatively with others to foster and support a team environment.

**major responsibilities**
- Organize procedures for the maintenance of student information and records of new registrations, withdrawals, promotions, demographic changes, and required codes (e.g. student funding code, transportation).
- Initiate student information processes in the school, such as school year opening, school year closing and Alberta Education/CBE deadlines. Ensure school adherence in meeting timelines.
- Transfer critical information such as Student Registration, Diploma Exam registrations and all final marks to Alberta Learning. Analyze information for data transfers, researches and verifies funding codes and ensures data is accurately maintained and reconciled.
- Coordinate the collection, input, correction, maintenance, and distribution of student marks and ensuring mark entries are accurate so that funding in not impacted.
- Organize procedures for generation, printing and distribution of report cards.
- Organize annual attendance procedures. Input, maintain, and ensure accuracy of student attendance data. Generate and print attendance reports required by teachers and administration.
- Provide courteous and efficient customer service to students, parents, teachers and administration as necessary. Assesses the nature of the call or inquiry and initiates contact with the appropriate resources and personnel if required.
- Provide SIS support to staff as necessary, in conjunction with the SIS team and the school administrator responsible for SIS.
- Ensure user documentation for SIS and its supporting software packages is up to date.
- Serve as a resource to administrators, counselors, teachers, and other clerical staff on procedures related to student records and custom report creation, such as graduation, honor roll, and scholarships.
- Utilize Alberta Learning software (Extranet) to verify accuracy of diploma requirements, request transcript information and search for Alberta Learning identification numbers.
- Under the direction of the administrator responsible for SIS, participate in the development of course setup for each new school year, run scheduling simulations that ensure students and teachers will receive accurate timetables, and troubleshoot and make the necessary adjustments.
- Liaise with various services units and departments throughout the CBE, responding to FOIP compliant requests for data, such as Student Services’ requests for student enrolments for the new school year.
- Perform other related responsibilities as assigned.

**qualifications**

Education and Experience
- High school completion
- A recognized post-secondary Office Assistant Certificate or its equivalent
- Two years progressively more responsible related office experience including multiple aspects of student information management
- The completion of a recognized post-secondary Administrative Information Management Diploma or its equivalent with one year of progressively more responsible related experience with Student Information Management in an office environment will also be considered
- Other equivalent combinations of directly related post-secondary education and directly related experience may be considered.

Demonstrated Skills and Competencies
- Accurate and efficient data entry skills - minimum accurate keyboarding speed of 40 wpm
- Strong customer service orientation
- Very good time management, prioritization, multitasking and organizational skills
- Very good ability to adapt and manage change
- Strong verbal and listening communication skills, combined with very good written communication skills and very good interpersonal skills
- Good conflict management skills
- Ability and success in building productive relationships with co-workers, staff and other internal and external stakeholders
- Professionalism, tact, courtesy and diplomacy skills
- Ability to deal with sensitive and discretionary

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