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ASTORIA SCHOOL DISTRICT 1C JOB DESCRIPTION

JOB TITLE: #437 - Student Information and Compliance Specialist  

REPORTS TO: Coordinator of Virtual and Online Education (or Designee)

EVALUATED BY: Superintendent or Designee

JOB SUMMARY

The Student Information & Compliance Specialist is responsible for the systematic management of student records, enrollment, and state reporting for the District's virtual pathways. This position serves in a confidential capacity, performing administrative and data-management duties necessary to accomplish objectives established by the Superintendent and Coordinator. This role provides essential operational oversight to the Astoria Choice Academy (K-8) and the Lower Columbia Virtual Charter Academy (LCVCA) by ensuring program compliance and the security of sensitive district data. 

QUALIFICATIONS OF POSITION

• High School Diploma or equivalent; post-secondary education in office management or data systems preferred.
• Ability to exercise independent judgment in the interrelation and application of standard practices and district procedures.
• Exhibit advanced technical proficiency with consistently high-accuracy data entry across multiple software platforms (e.g., Synergy, State Testing Portal).
• Ability to handle confidential matters relating to students, student records, staff, and district-level policy with complete security and discretion.
• Ability to meet and interact with the public and employees with tact, courtesy, and discretion while presenting a positive image of the District.
• Ability to communicate clearly and appropriately in speech and writing in accordance with professional educational standards.
• Proficiency in Student Information Systems (SIS) and state reporting timelines.
• Ability to utilize standard office technology including computers, multi-line phones, and digital peripherals.
• Frequent sitting and repetitive movement of hands and wrists for data entry.
• Ability to lift, push, or pull up to 40 lbs occasionally.
• Conform to District policy regarding attendance and absences; attendance must be adequate to perform essential job functions.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Receives and verifies complete Student Enrollment Packets provided by third-party companies, ensuring all legal documentation (immunization, residency, birth certificates) is accurate and eligible.
• Enters all student demographics and parent information into the District Student Information System (SIS).
• Manages the Synergy student information system for the virtual academies, including user setup, calendar maintenance, and technical assistance.
• Requests and processes records for transferring students and sends records to other institutions for withdrawing students, maintaining the archival integrity of legal records.
• Reviews, approves, and confirms that all student schedules provided by partner companies meet minimum state requirements for student membership and continuing enrollment measurement.
• Enters all student courses into the SIS using proper state codes provided by the partner company.
• Assigns Pass/Fail grades or enters credit data in the SIS each semester based on state-certified teacher progress reports.
• Creates and maintains official public-school transcripts and facilitates the distribution of report cards to families.
• Strictly monitors and processes mandatory withdrawals for students who fail to meet state-defined "Continuing Enrollment" or participation requirements (10-day drop rule).
• Reviews all past and current IEPs on file for enrolled students and communicates with District Office staff regarding IEP records and progress meetings.
• Records all state test results in the State Testing Portal and manages documentation for parents opting out of state testing.
• Prepares, verifies, and submits required State and Federal reports in compliance with established deadlines.
• Tracks and maintains records of District of Residence for all charter students to ensure compliance with state-mandated enrollment caps.
• Monitors software online curriculum licenses to ensure appropriate student access and troubleshoots system issues for staff and parents.
• Confirms teaching credentials and background checks of third-party company staff to ensure all licensure and safety requirements are met per HR procedures.
• Collaborates with the Virtual Coordinator to compile information from various sources for Charter Board updates and strategic enrollment reports.
• Assists in the maintenance of administrative forms and reports necessary to accomplish objectives established by the Superintendent/Coordinator, including files related to vendor contract compliance and program audits.
• Acts as a mandated abuse reporter.
• Performs other duties as assigned to ensure the efficient, effective, and equitable functioning of the District's virtual programs.

POSITION BEGINS:  July 1st, 2026

SALARY RANGE:  $29.58/hourly 

CLOSING DATE:  Open Until Filled

FOR INFORMATION CONTACT:

Craig Hoppes, Superintendent

Phone: 503-325-6441

Email: choppes@astoriak12.org

The Astoria School District strives to create an inclusive environment that welcomes and values the diversity of our staff and students.  We foster a sense of belonging to create a workplace environment where everyone is treated with respect and dignity.  We are most interested in finding the best candidate for the job, and that candidate may come from a less traditional background.  We would encourage you to apply, even if you don't believe you meet every one of our qualifications described.  If you are unsure whether you meet the qualifications of this position, would like to know how this would be determined, or need any accommodations to participate in the hiring process, please feel free to contact us to discuss your application. 

The district prohibits discrimination and harassment on any basis protected by law, including but not limited to, an individual's perceived or actual race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, marital status, age, mental or physical disability, pregnancy, familial status, economic status, or veterans' status, or because of the perceived or actual race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, marital status, age, mental or physical disability, pregnancy, familial status, economic status, or veterans' status of any other persons with whom the individual associates. For more information, please go to Policy AC on our website here:  https://policy.osba.org/astoria/index.asp

Contacts: Civil Rights Catherine Dalbey, (503) 614-1635, CivilRightsCoordinator@nwresd.k12.or.us | Title IX/II Craig Hoppes, (503) 325-6441, choppes@astoriak12.org | Section 504 Travis Roe, (503) 325-6441, troe@astoriak12.org.