Enrollment Secretary

Enrollment Secretary

The Enrollment Secretary serves as the first point of contact for families enrolling students in Hazel Park Schools and provides exceptional customer service throughout the enrollment process. This position is responsible for coordinating all aspects of resident enrollment, Schools of Choice enrollment, and student record management while ensuring compliance with Michigan Department of Education pupil accounting requirements. The Enrollment Secretary maintains accurate student records in the district's student information system and works collaboratively with district departments to ensure timely and accurate enrollment of all students.

The successful candidate will demonstrate professionalism, confidentiality, attention to detail, and a commitment to providing outstanding service to students, families, staff, and the community.

Minimum Qualifications:

• High school diploma or equivalent required; associate's degree or post-secondary education preferred.
• Previous experience in a school district, enrollment office, pupil accounting, or related administrative setting preferred.
• Experience with student information systems, preferably PowerSchool, or the ability to quickly learn district software.
• Knowledge of Michigan pupil accounting requirements and Schools of Choice regulations preferred.
• Demonstrated proficiency with Microsoft Office Suite, Google Workspace, Adobe Acrobat, and other office technology.
• Excellent organizational, communication, and customer service skills.
• Strong data entry, recordkeeping, and document management skills with exceptional attention to detail.
• Ability to maintain confidentiality of student and personnel information.
• Ability to prioritize multiple responsibilities while meeting deadlines.
• Ability to establish positive working relationships with students, parents, staff, and community members.
• Demonstrated reliability, punctuality, and strong attendance record.
• Ability to become a Notary Public if requested by the district.

Essential Duties and Responsibilities:

• Enrollment and Registration:
• Coordinate all resident and Schools of Choice enrollment for Preschool through Grade 12.
• Serve as the primary contact for parents and guardians regarding enrollment procedures and requirements.
• Review enrollment documentation to ensure completeness and compliance with district and state requirements.
• Notify families of missing or incomplete enrollment documentation.
• Process new student enrollments, withdrawals, and transfers in a timely manner.
• Maintain enrollment waiting lists and Schools of Choice applications as required.
• Prepare and distribute enrollment acceptance, denial, and transfer correspondence.
• Request and receive student records from previous schools.
• Scan and electronically maintain enrollment documentation within the student information system.
• Maintain proof of residency documentation and verify student residency requirements.
• Student Information System:
• Maintain accurate student information within MiStar or the district's student information system.
• Enter and update student demographic, residency, emergency contact, and enrollment information.
• Assist with student scheduling support as needed.
• Generate enrollment reports and maintain enrollment statistics.
• Assist with system maintenance and troubleshooting related to student enrollment.
• Pupil Accounting and Compliance:
• Support pupil accounting functions by maintaining accurate student enrollment records.
• Assist with state and county pupil accounting reports and audits.
• Maintain knowledge of current Michigan Department of Education enrollment and pupil accounting regulations.
• Ensure compliance with state reporting timelines and district procedures.
• Assist in maintaining accurate residency and attendance documentation.
• Records Management:
• Maintain confidential cumulative student records.
• Process requests for student records in accordance with FERPA and district policies.
• Maintain organized electronic and physical filing systems.
• Ensure student records are complete, accurate, and securely maintained.
• Customer Service and Communication:
• Greet and assist students, parents, staff, and community members in a professional and welcoming manner.
• Answer telephone calls and respond to emails regarding enrollment and student records.
• Provide families with information regarding district programs, Schools of Choice, transportation, and registration requirements.
• Collaborate with school office staff, counselors, administrators, and district departments to ensure smooth enrollment transitions.
• Maintain positive public relations while representing Hazel Park Schools.
• Administrative Support:
• Maintain enrollment information on the district website.
• Prepare reports, correspondence, spreadsheets, and presentations as assigned.
• Assist with district mailings and communication related to enrollment.
• Support enrollment events, kindergarten registration, and Schools of Choice campaigns.
• Perform other duties as assigned by the Superintendent or Superintendent's designee.

Knowledge, Skills, and Abilities:

• Excellent interpersonal and customer service skills.
• Strong written and verbal communication abilities.
• Ability to maintain confidentiality and professionalism.
• Excellent organizational and time management skills.
• Strong attention to detail and accuracy.
• Ability to work independently while collaborating effectively with others.
• Proficiency in office technology, databases, and student information systems.
• Ability to prioritize multiple projects in a fast-paced environment.
• Commitment to providing equitable and responsive service to all families.

Physical Requirements:

• The employee must be able to sit, stand, walk, bend, reach, and lift materials weighing up to 25 pounds.
• Use computers, telephones, and standard office equipment for extended periods.
• Maintain regular attendance and successfully perform the essential functions of the position.
• Withstand the physical and mental demands associated with a busy educational office environment.

Working Conditions:

• Twelve-month position.
• Office environment with frequent interaction with students, families, staff, and community members.
• Periods of increased workload and hours during enrollment windows, Schools of Choice periods, and beginning/end of the school year.

Terms of Employment:

• Salary, benefits, and working conditions shall be in accordance with the Teamsters 214 CBA and the policies of the Hazel Park Schools Board of Education.
• Employment is contingent upon successful completion of a criminal background check, fingerprinting through the Michigan State Police and FBI, and compliance with all state and district employment requirements.
• Hazel Park Schools is an Equal Opportunity Employer and does not discriminate on the basis of race, color, national origin, religion, sex (including sexual orientation, gender identity, and gender expression), age, disability, genetic information, marital status, military status, or any other characteristic protected by federal or Michigan law.