Student Services Assistant

Fairfax County Public Schools • Full-time • Fairfax, Virginia, United States • $53.73k - $90.70k / year • 2d ago

Thoreau Middle School

Summary

In a middle school, serves as the administrative assistant to the student services office; performs accurate, responsible, and confidential computerized student information system (SIS) processing, data entry, and reporting following local directives and state guidelines ensuring data accuracy; serves as registrar for school; performs administrative support duties involving public and student contacts.

Qualifications

Required

Any combination of education and experience equivalent to graduation from high school or possession of a General Equivalency Diploma (GED) certificate.
One (1) year of experience in general office administration at the office assistant level or above.
- Advanced degree(s) beyond the minimum degree requirement in a relevant field may be considered for some experience.
Knowledge of office procedures and database management methods and practices related to student information including confidentiality requirements.
Knowledge of Division regulations, policies, procedures, and processes focused on school enrollment and student records maintenance.
Knowledge of county, state, and federal laws and regulations related to assigned office.
Proficiency in the use of technology and ability to learn associated software applications.
Attention to detail, with skill in organization and identifying process efficiencies.
Skill in business English, grammar, spelling, and punctuation.
Ability to process automated data, maintain data files, audit information, retrieve information, and produce complex monthly and/or ad hoc reports.
Ability to multitask, work in a busy office environment, and apply time-management skills.
Ability to establish and maintain collaborative working relationships with culturally diverse students, families, school staff members, and community members.
Ability to communicate effectively, both orally and in writing.

Preferred

School-based office experience.

Major Duties/Essential Functions

Plans, initiates, and organizes student services office administrative activities.
Serves as administrative assistant to the director of student services and supports school counselors.
Appropriately handles office telephone calls and mail, personally responding to those that can be handled at the assistant level and forwarding the remaining to the director or counselor.
Prepares and reviews requested correspondence.
Coordinates meetings and conferences, scheduling time and place, and notifying attendees.
Performs a variety of technically-oriented and confidential tasks related to student information processing, data entry, and reporting as the primary operator of the student information system.
Enters and updates information on each student in SIS including, but not limited to, registration documents, health/immunizations, quarterly grades, withdrawals, transfers, schedule changes, and demographics.
Verifies completion of enrollment and eligibility (such as residency, health records/immunizations, birth certificate, grade level, custody, home language, previous school records), complying with requirements and guidelines.
Processes student school withdrawals/transfers and receives incoming and transfers outgoing student files to and from schools, ensuring documentation is complete to include transcripts and end-of-year report cards.
Maintains student filing systems to include legal control records and action documents such as parental custody orders and/or legal guardianship and communicates any status changes to school administrator.
Ensures accurate entry of all student needs into SIS to include English for Speakers of Other Languages, advanced academic programs , special education services, and 504 plans and communicating these assigned areas to appropriate administrator or counselor.
Carries out all duties related to student registration including acting as the first point of contact for families of new and/or incoming students.
Provides and collects multiple forms to/from families each year, updating information in SIS as needed, such as emergency care, address verification, transportation requests, and opt out forms.
Supports administrator and staff in teacher/student scheduling as the primary operator of SIS in performing high volume data entry and sectioning tasks related to the master schedule.
Performs scheduling tasks necessary for the opening, operating, and closing of each school year to include end-of-year processing for students.
Verifies accuracy and completion of quarterly grading processing.
Audits system information for errors and resolves data issues.
Formats and retrieves student information for requested standard and ad hoc queries for a variety of reports to include annual reporting to external agencies (county, state, and/or federal).
Monitors membership report in education decision support library, performs daily queries, and ensures membership is certified by principal each month.
Performs related duties as required or assigned.

Work Environment/Physical Requirements

This job operates in a school office environment and has a moderate noise level. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

Salary Range

$53,730 - $90,698

Salary Grade
[Salary Information]

Unified Scale-Schedule A/Grade 010-FEU-OP

Contract Length

260-Day Contract

Pay Frequency

Monthly

Percent Full-Time

Full Time

Closing Date

16-Dec-2025