Clock Hour & Registration System Administrative Coordinator

The NWESD aspires to be a racially and culturally inclusive staff that reflects the diversity of those we serve. We believe this strengthens our organization, stimulates creativity, promotes the exchange of ideas, and enriches staff engagement.

Summary:

Independently and cooperatively performs system administration functions in support of the registration/clock hour management system and supports users in proper use and operation of the system including training of current and new users. Assists in recruiting of new districts and outside organizations to the clock hour management software. Provides training and Tier I technical support for the clock hour management software and is a liaison with ESD 112 for Tier II and III services.

Essential Functions:

Duties listed are intended to provide a summary of the major duties and responsibilities of this position. Incumbent(s) may not perform all duties listed and may be required to perform additional duties not listed, but within the general scope of the position.

• Performs system administration duties of the registration/clock hour management system.
• Provides customer service and problem solving to internal and external customers for clock hour applications, clock hour transcripts, conferences, events, and workshops.
• Supports and trains district coordinators and internal staff on the proper use of the registration/clock hour management system. Provides software trouble shooting and Tier I technical support for internal staff and contracted districts.
• Provides technical and informational support to users of the registration/clock hour management system and builds strong relationships with school district personnel, professional organizations, and other system users.
• Manages all online course offerings from contracted providers by creating proposals, monitoring ongoing course offerings, and finalizing attendance records and transcripts.  Reviews and pre-approves all clock hour proposals from internal staff, school districts, and professional organizations.
• Maintains professional and technical knowledge to stay up to date on Washington State requirements regarding clock hours and transcripts.
• Initiates internal and external correspondence, reports, and communications regarding clock hours.
• Communicates with a range of individuals and organizations regarding clock hours and transcripts.
• Processes completed and cancelled class files, completed clock hour files, and attendance verification as needed.
• Processes invoices and refunds as needed as they relate to course registration or clock hour payments.
• Coordinates the regional and internal clock hour committee.
• Arranges and coordinates meetings.
• Supports recruiting of districts and organizations into the pdEnroller system.
• Maintains clock hour files in line with the Washington State Records Retention Act
• Attends pdEnroller Advisory meetings as a nonvoting member.
• Supports and manages Regional Teacher of the Year, Classified Employee of the Year, and other regional award programs.
• Trains and supports new staff at or below their responsibility level, as requested.

Required knowledge, skills, and abilities:

• Knowledge of the NWESD and department/program policies/procedures and the ability to consistently perform position responsibilities within compliance.
• Knowledge of records maintenance requirements and the demonstrated ability to comply through NWESD policy/procedures adherence and to maintain confidentiality of records and other information.
• Knowledge of general accounting principles.
• Knowledge of supplies, equipment, and/or services ordering and inventory control.
• Organization and coordination skills, including the ability to organize resources, establish priorities, work independently, use effective time management, process multiple tasks simultaneously while maintaining accuracy and attention to detail in an environment of frequent interruptions, and complete duties in timely manner.
• Interpersonal/receptionist skills, including the ability to establish and maintain effective working relationships with co-workers, school district staff, vendors, board members, and the general public.
• Ability to communicate effectively, both orally and in writing.
• Ability to use discretion in making administrative/procedural decisions/judgments and to answer substantive questions relating to department/program services and then to follow through with requests, as appropriate.
• Ability to resolve day-to-day operating issues based on existing operating guidelines.
• Ability to maintain calendars, schedule appointments, and coordinate travel.
• Ability to create, compose, and edit written materials.
• Ability to record and transcribe meeting minutes.
• Ability to gather data, compile information, and prepare reports.
• Ability to analyze and resolve challenges/solve problems.
• Ability to lead and train staff and/or volunteers.
• Ability to learn and master new and evolving position responsibilities.
• Ability to effectively use technology and/or software to perform various Essential Functions.

Qualifications:

High school diploma or GED; at least three (3) years of experience that is related to the duties and responsibilities specified, preferably in an educational organization. An equivalent combination of education and experience may be substituted which provides the skills, knowledge, and abilities to perform the essential functions of the position. WSP background clearance required. Valid Washington State driver’s license and proof of liability insurance required.

Working Conditions/Physical Requirements:

Work is performed in an office environment; however, travel may be required for workshops or conference attendance. Lifts and carries a maximum of thirty (30) pounds. Adequate manual and finger dexterity, hearing, speech, and vision are necessary to perform the essential functions of the position.

Hazards: Those present in a normal office environment. Lifting and moving tables and chairs for workshop setup is a potential hazard if adherence to proper safety procedures are not provided.

The statements contained herein reflect general details as necessary to describe the essential functions of this position, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods, or otherwise to balance the workload. Changes to the position description may be made at the discretion of the employer.

It is the policy of the Northwest Educational Service District No. 189 to not discriminate against any person with regard to race, color, religion, sex, age, national origin, marital status, physical or mental disability, or citizenship or immigration status.