South Burlington School District
About South Burlington School District:
At South Burlington School District, we believe in supporting the whole employee—inside and outside the workplace. We offer a comprehensive benefits package that includes amazing, competitively priced health insurance, dental coverage, sick time, professional time and other leaves. Additionally, we offer a robust retirement plan which for educators is through VT State Teachers Retirement; and for other staff consists of a 403b plan with up to 6% provided by the district. Employees may also enjoy professional development opportunities, tuition reimbursement, wellness initiatives, Employee Assistance Programs and meaningful work that directly impacts student success and community growth.
Job Title: Clerical Assistant: Early Education, Enrollment & Welcome Center
Location: District Offices
Job Group: Union Support Staff
Pay Level: Non-exempt, Grade 13
Reports to: Director of Equity, Belonging and Family Engagement/Executive Director of Learning and Student Support Services
Summary: Act as the main receptionist at Dorset Street district offices, which houses the SBSD Welcome Center, the Information Services department, the Human Resources department and the SouthPointe School. This includes greeting visitors, answering telephones, processing mail, reserving conference rooms, and ordering supplies.
Provide administrative and clerical support to the Educational Support Services Department, the Welcome Center and process district enrollment. Responsible for maintaining the procedures, systems, and documentation needed for accurate student records and enrolling students. Provides clerical and data support and ensures sensitive communication and information is managed appropriately. Interacts regularly with students, staff, and parents/guardians. Responsible for overseeing the Welcome Center and welcoming new students and families to the District.
Essential Duties and Responsibilities:
- Provide administrative and clerical support to the Educational Support Services department.
- Manage a high volume of communications (i.e., calls, voicemails, emails) from parents/guardians regarding early education programming. Processing information as necessary by compiling and maintaining student records and collaborating with the appropriate buildings/schools per district protocols.
- Meet families and complete all registration for new preschool students.
- Establish and/or update electronic data records and student profiles. Create and process contracts for partner programs.
- Collect Teaching Strategies Gold (TSG) assessments from partner programs and distributes them to elementary schools.
- Reviews and confirms students on individual invoices and sends to Business office for payment processing.
- Assist with the maintenance and content of the District Preschool, and Welcome Center websites.
- Works with partner preschools on contracts, payments, and student assessments.
- Attends Early Learning Partnership meetings.
- Provides administrative and clerical support to the Executive Director of Learning and Student Support Services in the management of all district Preschool programs under Act 166, including, but not limited to:
- Maintaining digital and paper records in support of activities and for retaining District Preschool Program licensure.
- Assisting in sustaining Step Ahead Recognition System (STARS) certification for District Preschool Programs.
- Assist with the registration and placement of students in classrooms or on waiting lists for each District Preschool Program.
- Ensure that TSG assessments records are completed as scheduled and received in the District by established deadline.
- Coordinates the student registration and recordkeeping processes:
- Assist parents/guardians with enrollment paperwork for incoming students. Collect and verify forms and information from parents/guardians and sending schools. Enters all information in the student information system (SIS) as appropriate; maintains hardcopy files.
- Ensure residency requirements are met and documents provided/completed by all parents/guardians and students transferring into the high school.
- Maintain a current and accurate master list of students and related information including, but not limited to: grades, test data, transcripts, and family information.
- Collaborate with guidance/administrative staff regarding student transitions to and from the district and enrollments from School Choice districts.
- Assist administrators and counselors with placement, special services, and schedules for current and incoming students.
- Serves as a liaison to students, parents/guardians for access to guidance staff, administrators, and other staff.
- Tracks state-placed and tuition students and provides information to the Business Manager.
- Respond to request of student information and verification of enrollment and good standing as appropriate, such as but not limited to: insurance companies, Social Security and other government agencies; employment verification.
- Act in capacity as the school data coordinator and Student Information System (SIS) contact:
- Ensures accurate data entry of information to the SIS, including but not limited to: transcripts, test scores, student demographic and contact information, dual enrollment data, participation in Vermont adult learning programs, and post-secondary information.
- Participates in district tech-based meetings and training.
- Welcome Center: provides administrative/clerical support by:
- Greet and assist students and visitors in the Welcome Center.
- Answer a multi-line telephone, route calls to appropriate persons, and respond to routine questions in an effective and helpful manner.
- Maintain office equipment and office supplies, ordering and processing shipments as necessary.
- Maintain a records retention program; archive and purge records according to approved protocols.
- Act as community liaison by:
- Introducing families to resources offered in South Burlington (food pantries, local businesses, school contacts)
- Act in a culturally responsive manner by welcoming families of all identities and connecting them to appropriate resources (multilingual liaisons, special education points of contact, McKinney Vinto information)
- Performs other duties and projects as assigned.
General Work Responsibilities: The ability to work in a collaborative team environment is essential to the employee's successful job performance. Regular attendance in accordance with established work schedule. Demonstrated ongoing commitment to workplace diversity, sustainability, and delivering exceptional customer service.
Education and/or Experience: High school graduate or equivalent plus two or more years of administrative/clerical experience or training. Experience as a school registrar or coordination of a multi-faceted projects is preferred.
Emotional Demands: The individual must be able to work with others in a collegial and cooperative manner, model best behavior, effective interpersonal skills and demonstrate composure in stressful situations and while presented with many interruptions and competing deadlines. Must follow the direction of school leadership for the benefit of student learning.
Language Skills: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, government forms and procedure manuals. Ability to routinely write and edit error free correspondence and reports is required. The ability to maintain self-control, convey empathy, while speaking effectively in person and over the phone with all persons is required. Demonstrates active listening and service- oriented skills. Ability to present information one-on-one and small to large groups.
Reasoning Ability: Ability to assess situations, solve practical problems, and deal with a variety of variables in situations where some standardization exists. Ability to interpret a variety of oral and written instructions and to determine confidentiality subject matter. The ability to process information presented in various forms (written/oral) is essential.
Other Skills and Abilities: Must be able to learn, utilize, and teach others new software programs. Demonstrated proficiency with Microsoft Office Products (Word, Outlook, Excel, PowerPoint), Google, Adobe Creative Suite, student information data systems, internet, and websites. Proficient keyboarding skills, knowledge of office machinery. Must demonstrate tenacity, organizational skills, attention to detail, ability to manage multiple tasks, set priorities and manage time. Must be able to keep high levels of confidentiality in all aspects of job performance and to perform duties with awareness of all District requirements, protocols, and School Board policies.
Why Join SBSD?
Supportive colleagues and leadership
Strong commitment to diversity, equity, and inclusion
Professional growth and advancement
Meaningful work that impacts students daily
