Office Assistant IV- Enrollment

Summary

The Enrollment Office Assistants provide clerical and administrative support for district wide student enrollment, records management, and Choice Enrollment processes. Serves as a primary point of contact for families, schools, and district staff by facilitating enrollment appointments, processing student records, responding to inquiries, and supporting data accuracy across student information and enterprise systems. Processes enrollment applications in accordance with state law, board policy, and district procedures;

maintains Choice Enrollment waitlists; supports October Count preparation; and assists with homeschool enrollment requirements. Coordinates departmental operations, including communications, meeting logistics, database maintenance, and document preparation, while supporting financial processing and ERP system activities. Maintaining confidentiality and collaborating with schools and departments to ensure timely, accurate service delivery across all schools.

• Process enrollment applications in accordance with federal and state laws, district policies and procedures. Analyze required documentation for appropriate process workflow, school and program placement. Track, add and withdraw students based on varying processes in accordance with originating authority. Facilitate the student enrollment process with families across all schools. Schedule appointments with incoming students and families, obtain required documentation, such as guardianship and or court orders;
  
  proof of age, immunization records, standardized test results and grade reports. Determine residency requirements and inform families of building/district policies.
• Coordinating administrative duties, including but not limited to: manage phone calls, work Service Now ticketing system, answer inquiries, follow through on requests, solve novel problems that cover multiple levels of education and departmental functions; maintain department calendars, maintain multiple electronic databases; open and distribute mail; arrange meetings departmentally as well as district-wide for registrars and attendance takers, arrange travel to conferences and workshops;
  
  attend meetings to participate and/or take notes, prepare agendas and announcements.
• Process Open Enrollment applications in accordance with annually updated board policy for all families regardless of school requested. Verify family addresses with public information for preference qualification. Have familiarity with charter school preferences, processes and contracts in regards to Choice Enrollment for accurate application completion. Maintain 55 schools Choice Enrollment lottery waitlists. Offer Choice Enrollment seats throughout the year. Troubleshoot data quality or procedure issues with all levels of staff (principals, registrars, executive leadership) and families.
• Analyze current student records based on Colorado Department of Education's October Count requirements to prefill workbooks for all 55 schools in the district. Analyze, verify, correct and code portions of all schools' students for attendance gaps, schedule gaps, funding, location and attendance codes. Pursue required missing or inadequate documentation for End-of-Year issues during summer months when registrars are out. Assist Prof Techs with data analyses, data verification, roster comparisons, error checking and handling for state reporting as needed.
• Provide administrative support by creating letters, system email templates, Choice Enrollment offer templates, and ad hoc reports for all schools. Create and manage information to parents, department, district staff and community using multiple platforms. Coordinates projects using multiple sources (i.e. databases, websites): compiles, synthesizes, analyzes, writes and formats reports, forms, submissions and other requested data that deal with matters that may be of a highly confidential or sensitive nature.
• Process oth r student cumulative records including but not limited to education verifications, employment verifications, Parent Portal password resets, transcript requests in the summer months, concurrent enrollments for all appropriate district IC calendars, name/gender updates, confidential central handling of family identity changes and record storage, age verifications. Coordinate district wide call for records, confirmation of enrollments. Responsible for district level data quality error handling.
  
  Handle all new address verifications with the Planning office, entry into IC and attachment of feeder schools; address changes/verifications, providing families with Choice Enrollment, neighborhood enrollment and withdrawal policies district-wide for all school types and procedures.
• Complete all home school enrollments in accordance with state law. Gather odd-year testing requirements and curricula from home school families, analyzing results for subsequent communications and family action. Coordinate, communicate and complete annual requests to reapply…