Student Services Specialist

Specialist

This position provides clerical and administrative support to the Student Services Department, including organizing routine office activities, maintaining financial records, and assisting with bookkeeping tasks. The role also serves as the first point of contact for escalated complaints, de-escalating tense situations with upset parents, answering basic process questions, and offering support during the Truancy Tribunal process.

The essential functions, pursuant to the Americans with Disabilities Act, may include the characteristic duties and responsibilities noted herein, however, this list represents examples only, and is not a comprehensive listing of all functions and tasks performed by positions found in this job description.

• Model KISD core organizational beliefs and values; perform duties effectively and efficiently for the purpose of supporting as well as contributing to high student achievement.
• Provide program support and service delivery; communicate effectively within and across teams plus participate in cross-functional work groups.
• Maintain a commitment to the District mission; model District expectations through personal leadership and actively support the efforts of others to achieve District goals.

Major Responsibilities and Duties

Truancy Tribunal Support

• Welcomes families and students to the Tribunal, checking them in upon arrival.
• Monitors organization, flow, and appointments for the day.
• De-escalate emotionally charged situations through effective communication techniques, such as active listening, validation, and problem-solving.
• Listen actively to parents' concerns, demonstrate understanding and empathy while maintaining a professional demeanor.

Department Support

• Provide administrative and secretarial support to the department Director(s).
• Handle routine inquiries to ensure a high level of service, responsiveness, and knowledgeable support for employees and their supervisors.
• Make meeting arrangements and department activities including preparing materials, scheduling and setting up facilities, and arranging equipment.
• Assist with all facets of the assigned department including but not limited to preparing items for board meetings, processing and monitoring Public Information Act requests, receiving, sorting, and distributing mail and other documents.
• Responsible for maintaining inventories of supplies and material and ordering office supplies as needed.
• Work and assist on special assignments, projects, and programs as directed.

Accounting

• Perform routine bookkeeping tasks and maintain department budget records. Prepare and process department purchase orders and payment authorizations.
• Maintain annual budgets and balancing the expenditure budget, maintain budget forecasting as it relates to the department for the District.
• Assist with development and maintain annual budgets and balance the expenditure budget as it relates to the department projects and expenditures.
• Maintain financial data reporting and forecasting to other departments as it relates to the department expenditure.
• Prepare travel and hotel arrangements following established guidelines and process expense receipts for reimbursement.
• Perform cost accounting activities, bank reconciliation, or accounting for grant expenditures.
• Review and verify accuracy of journal entries, accounting methods, and procedures.

Reception and Phones

• Act as an initial point of contact for parents experiencing frustration or dissatisfaction, ensuring a calm and empathetic response.
• Answer incoming calls and greet visitors. Respond to routine inquiries from the public and staff, referring appropriate inquiries or problems to the department Director.

Reports and Correspondence

• Compile pertinent data used to prepare various required state and local reports.
• Prepare purchase orders and payment authorizations as directed.

Policy, Reports, and Law

• Maintain confidentiality.
• Develop and maintain systems for retrieval of information in support of all programs; compile, maintain, file, and secure all physical and computerized reports, records, and other required documents.
• Pursue Professional Development activities for self and assigned staff; ensure that Professional Development activities are aligned with District goals and initiatives and current professional research.
• Comply with all policies, operating procedures, legal requirements, and verbal and written directives.
• Comply with the Professional Code of Ethics and Standard Practices for Texas
• Follow District safety protocols and emergency procedures.
• Perform other related duties as assigned.

Qualifications

Education/Certification:

• High School Diploma or equivalent
• Associate Degree (preferred)

Experience:

• Three (3) years successful secretarial/related experience
• Experience in public education environment (preferred)

Special Knowledge/Skills/Abilities:

• Proficient skills in keyboarding, data entry, word processing, and file maintenance
• Ability to use software to develop spreadsheets and databases and do word processing
• Ability to prioritize workflow to address the multiple needs of the supervisor or the department
• Ability to multi-task numerous complex administrative activities
• Basic math skills
• Knowledge of basic accounting principles
• Strong organizational, communication, and interpersonal skills
• Ability to effectively present information in one-on-one and to small and large groups of employees
• Knowledge of school district organization, operations, and administrative policies
• Ability to read and comprehend instructions, correspondence, and memos
• Ability to make independent decisions regarding planning, organizing, and scheduling
• Excellent public relations, organization, communication, and interpersonal skills

Mental/Physical Demands and Environmental Factors

Tools/Equipment Used:

• Standard office equipment including personal computer and peripherals

Posture:

• Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion:

• Repetitive hand motions, frequent keyboarding and use of mouse; occasional reaching

Lifting:

• Occasional light to moderate lifting and carrying (less than 44 pounds)

Environment:

• Work to be completed on-site from assigned school or building; regular exposure to noise and computer monitors
• No remote work
• Occasional districtwide travel

Mental Demands:

• Work with frequent interruptions; maintain emotional control under stress; work prolonged or irregular hours

Intent and Acknowledgement:

This description is intended to indicate the kinds of tasks and levels of work difficulty required of positions given this title and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit, or any way modify the right of any supervisor to assign, direct and control the work of employees under supervision. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty.