Elem School SMS Secretary/Admin Assistant
Memphis Business Academy, Memphis, TN, United States
SMS/PowerSchool Secretary
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)
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)