SIS PowerSchool Secretary

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:

• State Data Clean-Up
  • Ongoing maintenance of accurate class rosters and student schedules to support CLASS reporting
  • Ensure accurate student rosters are reported to the state 
• Foundation Data Clean-Up
  • Verification of teacher rosters including subjects taught.
  • Attrition data clean-up
• Report Card/Progress Report Coordination
  • Supporting teachers in troubleshooting grade entry problems
  • Verifying all grades are present
  • Printing and coordinating a round of error-checking of all report cards
  • Finalizing and distributing accurate report cards
  • Maintaining an archive of report cards in the student's online and/or physical folder
• Behavior Reporting in PowerSchool
  • Ensuring all incidents are entered accurately into PowerSchool on a timely basis and without errors.
  • 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.
• Ensuring quality daily attendance data
  • Running daily reports and following up with teachers that have not entered attendance.
  • 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.
  • Generating letters and otherwise following protocol surrounding truancy
  • Ensuring attendance data is accurate by ensuring 100% of teachers take attendance each day and performing occasional audits.
• School Level Ambassador on how to operate Data Systems
  • Data teams ambassador to the school – the first line of support for basic questions like password resets in PowerSchool
  • Ideally (but not always) the point of contact to the data team for larger issues.
  • Attend data training
• Maintaining Student Records (enrollment records, withdrawal forms, report cards, etc.)
  • Completing withdrawal forms for all departing students including a no-show students
  • Scanning and organizing COMPLETE student records in a timely manner (and ensuring all documents are accurately reflected in PowerSchool)
  • Archiving student report cards
• Enrollment Process Lead
  • E-mail all required documentation and submit discharges in
  • Maintain all required documentation for attempted contacts for No-Show discharges.
  • Ensure families have a place to enter online applications at the school during the application window.
  • Manage enrollment process including the collection, scanning, and organizing of all required documents.
• Front Office Support
  • Cover the front desk when Office Manager is away from the desk
  • Answer incoming phone calls
  • Respond to in-person parent requests
  • Ensure front office activities continue to run smoothly (sign for packages, etc.)
• Special Event Planning & Execution
  • Coordinate with School Operations Team to plan and execute school-specific events
  • Activities may include:
    • Creating & distributing student, parent, and staff communication
    • Making space and furniture arrangements
    • Ordering materials and/or refreshments
    • Setting up space for the event
• Copier Machine Maintenance & Supply Management
  • Order copy machine materials to keep an appropriate supply on hand (toner, staples, waste toner) through IT services
  • Observe copy machines and ensure jams are cleared in a timely fashion
  • Request IT maintenance when needed

QUALIFICATION REQUIREMENTS:
 The SMS/ PowerSchool Secretary must meet the following criteria:

• Has experience with SMS/ PowerSchool platform (required)
• Has experience working in a school office setting (required)
• Must be flexible 
• Bilingual / bi-literate in Spanish (desired)