Job Title: Student System Data Entry Operator

Reports to:Site Administrator
Job Group:School-Related Personnel


Job Code:6302
Salary Schedule:PG02


Responsible for performing advanced data entry and clerical duties necessary for the school or department to function efficiently and for providing general office support, including accurately entering and properly updating and maintaining student records, data, scheduling, and grades in accordance with established procedures.


The following statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. These statements are not intended to be construed as an exhaustive list of all duties and responsibilities required of those in this position.
  1. Provide administrative and secretarial support with minimal direction while maintaining strict confidentiality in all aspects of work.
  2. Answer and screen phone calls and emails to provide information, transmit messages, direct inquiries, and provide direction to appropriate personnel.
  3. Accurately create and maintain enrollment records for assigned students in the student information system.
  4. Work with school scheduling team to create and maintain accurate class schedules for every assigned student in the student information system.
  5. Assist staff with maintaining accurate attendance records in the student information system for all students.
  6. Gather and prepare documents, materials, and information for data entry and perform data entry tasks for all student data required by the State and Federal Department of Education (DOE) and the District.
  7. Manage class sizes for compliance within regulations of the State of Florida.
  8. Facilitate the review and accuracy of student grades with school staff visible within the student system.
  9. Compile and maintain accurate forms and records for all students in special programs or categories including, but not limited to, 504, Exceptional Student Education (ESE), and English Language Learners (ELL).
  10. Routinely utilize various error and accuracy measurement tools within the student information system including, but not limited to, data verification, survey accuracy, and District reports to maintain accurate data records for all students in assigned schools.
  11. Provide general office support, including preparing correspondence, scheduling, maintaining and ordering supplies, receiving and distributing mail, and other related activities necessary for the office to function efficiently.
  12. Greet and check in visitors, assist with inquiries, and direct them to the appropriate areas as needed.
  13. Create, maintain, and verify accuracy of various reports and databases as requested.
  14. Collaborate with multiple teams within the District including, but not limited to, administrators, teachers, Information Services, and Full Time Equivalent (FTE) staff to determine and maintain the accuracy of all data.
  15. Contact preparers of source documents to resolve questions, inconsistencies, missing or erroneous data.
  16. Establish, collect, organize, create, and maintain accurate data pertaining to assigned clerical tasks.
  17. Perform numerous essential record-keeping tasks to organize and maintain information and filing systems, as instructed by District guidelines.
  18. Perform other duties as assigned.


Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty successfully. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.


  • Operating knowledge of computer programs, including email, word processing, spreadsheets, databases, and web-based technologies and platforms
  • Ability to communicate effectively with a variety of audiences, orally and in writing, including electronic media
  • Excellent time management skills and ability to organize, prioritize, and manage work assignments in an efficient manner and within established timeframes
  • Ability to establish and maintain collaborative working relationships with all stakeholders
  • Ability to work collaboratively with others and facilitate groups to consensus


  • High School diploma or General Education Degree (GED) from an accredited institution
  • Two years’ experience of data entry or secretarial work in an office or school setting
  • OR
  • Any equivalent combination of education and experience which provides the required knowledge, skills, and abilities to perform the essential duties and responsibilities of the position


  • None


  • Associate Degree from an accredited institution in the field of Business, Office Administration, or related field
  • Three years’ experience of data entry or secretarial work in an office or school setting
  • Bilingual in Spanish, written and oral fluency




Light Work: Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently. If the use of arm and/or leg controls require exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated as light work.


The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is required to sit, talk, and hear; stand and walk; use hands to finger, handle, or feel; reach with hands and arms. The employee occasionally lifts and/or moves up to 25 pounds. Specific vision ability required by this job includes close vision, distance vision, and the ability to adjust focus.


Indoors and Outdoors: The worker is subject to both environmental conditions. Activities occur inside and outside.


  • General office equipment, including personal computers, fax machines, copiers, telephones, etc.


Salary and benefits shall be paid consistent with the District’s approved compensation plan. Length of the work year and hours of employment shall be established by the District.

Performance of the job will be evaluated in accordance with provisions of the School Board’s policy on evaluation of personnel.

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Pasco County Schools will provide reasonable accommodations to qualified individuals with disabilities to allow them to perform the essential functions of the job when such individuals request an accommodation.

Student System Data Entry Operator;   EST: May 4, 1999;   REV: July 18, 2023;   Board Approved: July 18, 2023