Enrollment & Records Specialist – Bilingual

Salary: $25.99 - $31.59 Hourly
Location : Santa Paula, CA
Job Type: Full-Time
Job Number: 2526-29
Department: Santa Paula High School
Opening Date: 04/15/2026
Closing Date: 5/5/2026 11:59 PM Pacific

About the Recruitment
THIS RECRUITMENT IS OPEN AND PROMOTIONAL
The Santa Paula Unified School District is excited to announce an Open and Promotional

opportunity for the position of:

Enrollment & Records Specialist - Bilingual

Full-time, school year
The purpose of this examination is to establish an eligibility list for one (1) full-time vacancy and any vacancies occurring during the next 12 months. All applications must be submitted online and received by the final filing date posted on this recruitment. The Classified HR Department is located in the back portables at the District Office - 201 S. Steckel Drive - Santa Paula, CA 93060.
Note: The District has the right to limit the number of eligibles which can be reasonably used during the existence of the eligibility list. The provisions of this announcement do not constitute an expressed or implied contract and any provisions contained in this announcement may be modified or revoked without notice.
Employees may be eligible for an annual degree stipend (prorated) and paid tenthly (whichever is greater):

$250/Associate degrees, $500/Bachelor degrees; $750/Master degrees
Additionally, employees may participate in the Professional Growth Program, allowing them up to 5% of their base salary.
FOR A COMPLETE JOB DESCRIPTION, PLEASE VISIT OUR WEBSITE AT: www.santapaulausd.org
Non Discrimination Statement

The Santa Paula Unified School District (SPUSD) prohibits discrimination, intimidation, harassment (including sexual harassment) or bullying based on a person's actual or perceived ancestry, color, disability, gender, gender identity, gender expression, immigration status, nationality, race or ethnicity, religion, sex, sexual orientation, or association with a person or a group with one or more of these actual or perceived characteristics in its program or activities and provides equal access to the Boy Scouts and other designated youth groups. The following employees have been designated Equity Compliant Officers to handle questions and complaints of alleged discrimination:

Dr. Andres P. Santamaria, Title IX Coordinator/504 Coordinator (805) 933-8843, Doug Henning, Facilities and Construction Manager, Title Il Coordinator (Facilities) 805-933-8901, The address for all Compliant Officers is 201 S. Steckel Drive, Santa Paula, CA 93060

Basic Function and Essential Duties
BASIC FUNCTION:

Under the direction of the Principal or designee, prepare, maintain, modify and evaluate manual and automated scholastic records for the high school; enroll and withdraw students according to established procedures; monitor and assess student records to identify graduation deficiencies and eligibilities; obtain and respond to requests for student records and information; utilize independent judgment and knowledge of state and federal laws, and District policies and procedures to maintain and respond to requests for student records and information.

REPRESENTATIVE DUTIES:
ESSENTIAL DUTIES:

Prepare, maintain, modify and evaluate manual and automated scholastic records; establish and maintain permanent student records and related filing systems; maintain confidentiality of sensitive and privileged information.

Enroll new and returning students according to established procedures; verify student residency; evaluate transcripts received from other schools, including non-U.S. schools, to determine allowable credits; receive and ensure enrollment packets contain appropriate enrollment documentation; communicate with parents and students regarding the registration process.

Withdraw students according to established procedures; request completed withdrawal form from student; process information in appropriate database; print and copy documentation.

Compile data related to current and new students including grades, credits, test scores and other student information; contact other schools to request transcripts and student information; update student information in response to grade and schedule changes; calculate grade point averages.

Serve as technical resource for the office; respond to inquiries and provide assistance to staff, students and the public; respond to inquiries from students, parents, staff, schools, alumni and various outside agencies concerning student information; answer telephone calls and provide information and assistance to callers, visitors, staff and students; participate in department mailing activities.

Monitor and assess student records to identify graduation deficiencies and eligibilities; communicate graduation deficiencies and eligibilities to appropriate administrators, parents and counselors; evaluate student transcripts for enrollment and for selection of valedictorian and salutatorian.

Provide official or unofficial transcripts and information related to student grades, credits, graduation status and related data; prepare transcripts for mailing; file and maintain high school graduates' official transcripts in file cabinets located in a safe and secure location.

Prepare a variety of letters, forms, applications, packets, memoranda, reports and correspondence related to school activities, senior graduation status, student demographics and related information; disseminate materials and information to students, staff, parents and the public.

Input data regarding current and new students including grades, active/inactive status, credits, test scores and other student demographic information into an assigned computer system; maintain automated student records; generate a variety of computerized lists and reports related to student information.

Operate a variety of office equipment including a calculator, copier, fax machine, folding machine, computer and assigned software.

Order and process diplomas and related graduation materials as required; prepare lists of graduates and submit for printing; assist with coordinating graduation activities and preparation of graduation programs.

Translate a variety of documents and provide interpretation during meetings as assigned by the position.

OTHER DUTIES:

Perform related duties as assigned.

Education and Experience

Graduation from high school or its equivalent; any combination of college-level course work in a related field and three years of clerical or secretarial experience including one year experience maintaining student records.
Knowledge and Abilities
KNOWLEDGE OF:

Transcript evaluation, maintenance and processing methods, procedures and guidelines. State and District requirements for graduation.

District curriculum and detailed course descriptions. Student enrollment procedures and requirements. Modern office practices, procedures and equipment.

Applicable laws, codes, regulations, policies and procedures. Record-keeping, report preparation and filing techniques. Telephone techniques and etiquette.

Oral and written communication skills.

Correct English usage, grammar, spelling, punctuation and vocabulary. Interpersonal skills using tact, patience and courtesy.

Operation of a computer and assigned software.

Methods of collecting and organizing data and information. Data entry techniques.
We offer a complete benefits package to classified employees who work six (6.0) hours or more per day. Benefits include health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave.

To learn more details, visit our benefits page:
01

I understand that the Santa Paula Unified School District Classified HR Office will communicate with me via email and that it is my responsibility to check my email.

• Yes
• No

02

Which statement below best describes the highest level of education you have completed?

• GED
• Other
• High school graduate, diploma or the equivalent (GED)
• Associate degree
• Bachelor's degree
• Master's degree
• Professional degree
• Doctorate degree

03

Are you fluent in both Spanish and English?

• Yes
• No

04

I understand that I must answer each question truthfully and thoroughly. I will not write "See résumé." I acknowledge that my responses must be clearly supported by the information in my application, and that any false, misleading, or unverifiable responses may result in disqualification.

• Yes
• No

05

How many years of professional experience do you have performing clerical or secretarial duties in an office environment?

• Less than one year
• At least one year but less than 2 years
• At least 2 years but less than 3 years
• 3 or more years

06

How many years of experience do you have maintaining student records?

• Less than one year
• At least one year but less than two years
• At least two years but less than three years
• Three or more years

07

Which statement best describes your experience maintaining student records (manual or electronic)?

• No experience
• Limited experience; assisted occasionally
• Regular responsibility for maintaining records with supervision
• Independent responsibility for maintaining and auditing records
• Advanced responsibility including evaluating, correcting, and ensuring compliance

08

Describe your experience maintaining student records. Include:- Types of records (e.g., transcripts, enrollment, cumulative files)- Systems used (e.g., SIS)- Your level of responsibility (data entry, auditing, compliance)
09

What is your level of experience evaluating transcripts and determining graduation eligibility?

• No experience
• Basic familiarity with transcripts
• Assist in reviewing transcripts
• Independently evaluate transcripts and identify deficiencies
• Expert level, including complex cases (e.g., out-of-country transcripts)

10

Provide an example where you evaluated a student transcript. Include:- How you determined credits- Any graduation deficiencies identified- Actions taken
11

What is your experience with student enrollment and residency verification?

• No experience
• Observed or assisted minimally
• Processed enrollments with guidance
• Independently processed enrollments and verified documents
• Handled complex enrollment issues (residency disputes, missing documentation)

12

Describe your role in the enrollment process. Include:- Types of documents verified- How you handled incomplete or conflicting information
13

What is your level of experience entering and maintaining student data in computerized systems?

• No experience
• Basic data entry
• Regular data entry with some validation
• Independent data entry with error-checking and reporting
• Advanced use (reports, audits, troubleshooting)

14

List the systems you have used and describe:- Types of data entered- How you ensured accuracy
Required Question