Saint Paul Public Schools

General Information

This posting/test announcement will create an eligibilty list for any vacancies in this job title. The eligibility list shall be valid for one year after the list is established.

Performs highly skilled clerical work of a very complex nature involving auditing student records to ensure accurate reporting to the state in order that the district receives the maximum state and federal funding based upon the number of students enrolled; provides training to school staff on the appropriate maintenance of student records; and performs other related duties as assigned.

Supervision Received

Works under the general supervision of a division or department head.

Supervision Exercised

May exercise within a unit technical supervision of other clerical staff.

Qualifications

High school graduation and five years of clerical experience, at least two of which must have involved the coding and maintaining of student records or other complex records on a computerized system.

Exam

A civil service test will be administered to create an open entrance eligible list of candidates for this classified civil service position. You will be notified via email once the date and time is decided for the exam. Once a list is created, it will be used for all Student Data Clerk 4 positions that may occur for up to 1 year from the date of the exam.

The test is available for all qualified candidates.

Weight: 100% Written Examination - Pass/Fail

A passing score of at least 75% is required on the exam. You will be notified of the results of the exam via email.

Responsibilities

The listed examples may not include all the duties performed by all positions in this class.

• Reviews Minnesota Automated Reporting Student System (MARSS) requirements; determines how to maintain student records based upon these requirements; resolves the more difficult coding issues where judgment is required on what is appropriate; attends state-wide meetings relating to updates in state requirements; audits state error report, researches and resolves discrepancies.
• Serves as the main district contact relating to MARSS and the MARSS report and data privacy issues relating to student records; works with representatives of the state and other school districts to resolve issues relating to student enrollment dates; determines dates that will be used by each school when there are discrepancies by working with representatives from the other district.
• Monitors the quality of the district¿s student records prior to their submission to the state by auditing internal error reports; corrects errors in the district system to ensure accurate reporting; works with management information systems to identify problems and how they might be fixed (mass or individual records fixes); determines priorities on which errors must be corrected first in order that the district receives maximum funding.
• Responds to inquiries from other departments (i.e., transportation, food service, testing) to ensure that the student records they received are accurate and to resolve discrepancies; ensures that student test scores are received from other districts; works with the Business Office to ensure that students are coded to the correct school number as appropriate (i.e., when a school closes).
• Organizes annual meeting for school clerical staff; develops memo inviting staff, agenda; and documentation explaining MARSS coding and procedures; provides training on maintaining student records; serves as a resource throughout the year to explain the process or to provide additional one-on-one training on an as needed basis; responds to inquiries from principals relating to student record policies and procedures.
• Serves as a resource relating to programs that have unique requirements to ensure coding is appropriate for receiving funding (e.g., post secondary education option, limited English proficiency, home schooling and related programs).
• Serves as a team member for charter school audits; reviews their student records and reporting practices and provides input to audit team; provides information on how to maintain student records to charter school staff.
• Submits forms to schools to report students who did not graduate or who were retained; follows-up to ensure that information is received and recorded on the students¿ records.
• Provides reports relating to student records as necessary; creates forms (e.g., attendance cards); works with management information systems to ensure that the computerized student record system can be understood and easily utilized by the clerical staff.
• Provides information to organizations doing research relating to student records.
• Provide day-to-day work direction and technical advice to other clerical staff in student records.
• Knowledge, Skills and Abilities
• Considerable knowledge of modern office practices and procedures.
• Working knowledge of MARSS requirements and coding and related policies and procedures.
• Working knowledge of district student placement operations, policies, practices and procedures.
• Working knowledge of district policies and procedures.
• Considerable skill in the operation of office equipment, including a personal computer or computer terminal.
• Considerable ability to communicate effectively, both orally and in writing.
• Considerable ability to interact effectively with school employees, outside agencies and/or the public representing diverse cultural and ethnic backgrounds.
• Considerable ability to perform work that requires close attention to detail and to meet absolute deadlines.
• Considerable ability to explain and follow complex oral and written instructions.
• Considerable ability to plan, coordinate and organize work.

Essential functions are job duties that the individual holding the position must be able to perform unaided or with the assistance of a reasonable accommodation through the Americans with Disability Act (ADA) and the Americans with Disability Amendments Act (ADAAA). The essential functions are typical duties as outlined under Responsibilities.

Regular and reliable attendance.

May be exposed to various cleaning products.

Pay, Benefits, and Work Schedule

This is a 12 month position working 40 hours per week.

Pay range for this position is: $22.93 - $34.30

Max hiring step = step five (5)

The full salary schedule is listed in the AFSME contract. Salary information for this job posting can be found at this link (https://www.spps.org/about/departments/human-resources/labor-agreements) and by selecting the "AFSME (Clerical and Technical)" Labor agreement.

Benefit information for this position can be found at this link (https://www.spps.org/about/departments/human-resources/benefits/benefit-summaries-by-bargaining-unit) and by selecting the "AFSME (Clerical and Technical) - Full Time" link.

How to Apply

To be considered further, please apply for this position and attach a resume and cover letter to your online application.

The Human Resource Department will review your application materials and contact you regarding the next steps.

To attach additional documents to your online application, click on the "Additional Attachments" link from the applicant homepage and upload your documents as attachments. Valid file extensions for attaching a document include .doc, .txt, .rtf, and .pdf.

This posting will close on June 25, 2025.

Transcript - Unofficial transcripts are accepted at the time of hire. You must submit official transcripts within 30 days of your start date. Formal credential evaluation is required for post-secondary education completed outside of the United States.

Veteran's Preference - If you are an eligible veteran applying for a job where veteran's preference applies and wish to claim Veterans Preference you must submit a legible copy of your DD214 to the Human Resource Department with your employment application. If your claim is approved, five or ten additional points will be added to your final passing score.

Criminal Background Investigation and Reference Checks - Reference checks and a criminal background investigation will be completed as a condition of hire for all new employees and for former employees who have not been employed by the District for more than six months.

Saint Paul Public Schools is an equal opportunity employer and supports an inclusive workplace environment.

SPPS is committed to an equitable workforce where all employees represent this commitment through equitable practices in their job position.