Example Job Description

Student Information Technician

A student information technician who advances accurate student-record processing, routine quality checks, school support, documentation, and escalation within established procedures.

Download and interview resourcesUse the editable Word exemplar or review structured interview questions for local adaptation.

Download DOCX

How to use this resource: Select questions that measure competencies established through the district’s current job analysis. Ask candidates the same predetermined questions under comparable conditions and evaluate responses against the same job-related criteria.

The indicators below describe evidence a strong response may contain; they are not required scripts or the only acceptable answers.

In the Student Information Technician role, how would you plan a safe start-of-year or rollover process in the SIS?
Strong response indicators: Defines the purpose, scope, governing requirement, timeline, responsible owners, dependencies, controls, communication, contingencies, and evidence of completion. Connects the response to the position’s specific responsibility for accurate student-record processing, routine quality checks, school support, documentation, and escalation within established procedures.
In the Student Information Technician role, describe how you would diagnose a discrepancy between the SIS and a connected system.
Strong response indicators: Verifies authoritative information, protects the affected person and data, follows approved procedures, involves responsible owners, documents facts, and confirms resolution. Connects the response to the position’s specific responsibility for accurate student-record processing, routine quality checks, school support, documentation, and escalation within established procedures.
In the Student Information Technician role, a school requests elevated access to solve an urgent problem. What would you do?
Strong response indicators: Uses systematic diagnosis, representative evidence, root-cause analysis, controlled correction, reconciliation, documentation, and monitoring for recurrence. Connects the response to the position’s specific responsibility for accurate student-record processing, routine quality checks, school support, documentation, and escalation within established procedures.
In the Student Information Technician role, how would you test a major SIS release or configuration change?
Strong response indicators: Applies least privilege, minimum necessary access, secure channels, appropriate approval, auditability, retention, and prompt escalation of uncertainty or risk. Connects the response to the position’s specific responsibility for accurate student-record processing, routine quality checks, school support, documentation, and escalation within established procedures.
In the Student Information Technician role, what controls should govern student identity and duplicate-record resolution?
Strong response indicators: Communicates the evidence, affected population, operational consequence, uncertainty, available choices, recommended action, accountable owners, and follow-up without unnecessary jargon. Connects the response to the position’s specific responsibility for accurate student-record processing, routine quality checks, school support, documentation, and escalation within established procedures.
In the Student Information Technician role, how would you improve data quality without making the central office the permanent fixer?
Strong response indicators: Builds sustainable ownership through clear definitions, role-specific training, useful quality reports, feedback loops, documentation, support, and verification that improvement persists. Connects the response to the position’s specific responsibility for accurate student-record processing, routine quality checks, school support, documentation, and escalation within established procedures.
In the Student Information Technician role, a batch process changes many records incorrectly. How would you respond?
Strong response indicators: Defines the purpose, scope, governing requirement, timeline, responsible owners, dependencies, controls, communication, contingencies, and evidence of completion. Connects the response to the position’s specific responsibility for accurate student-record processing, routine quality checks, school support, documentation, and escalation within established procedures.
In the Student Information Technician role, how would you prioritize competing support requests during a critical cycle?
Strong response indicators: Verifies authoritative information, protects the affected person and data, follows approved procedures, involves responsible owners, documents facts, and confirms resolution. Connects the response to the position’s specific responsibility for accurate student-record processing, routine quality checks, school support, documentation, and escalation within established procedures.
In the Student Information Technician role, what documentation should accompany SIS configuration and integrations?
Strong response indicators: Uses systematic diagnosis, representative evidence, root-cause analysis, controlled correction, reconciliation, documentation, and monitoring for recurrence. Connects the response to the position’s specific responsibility for accurate student-record processing, routine quality checks, school support, documentation, and escalation within established procedures.
In the Student Information Technician role, how would you protect student information in test and training environments?
Strong response indicators: Applies least privilege, minimum necessary access, secure channels, appropriate approval, auditability, retention, and prompt escalation of uncertainty or risk. Connects the response to the position’s specific responsibility for accurate student-record processing, routine quality checks, school support, documentation, and escalation within established procedures.
In the Student Information Technician role, how would you explain a complex SIS issue to school staff?
Strong response indicators: Communicates the evidence, affected population, operational consequence, uncertainty, available choices, recommended action, accountable owners, and follow-up without unnecessary jargon. Connects the response to the position’s specific responsibility for accurate student-record processing, routine quality checks, school support, documentation, and escalation within established procedures.
In the Student Information Technician role, what would you prioritize during your first 90 days?
Strong response indicators: Builds sustainable ownership through clear definitions, role-specific training, useful quality reports, feedback loops, documentation, support, and verification that improvement persists. Connects the response to the position’s specific responsibility for accurate student-record processing, routine quality checks, school support, documentation, and escalation within established procedures.

Local HR review required: These examples are educational starting points, not a complete selection instrument or legal advice. The district should validate every question and scoring criterion against its current job analysis, collective bargaining obligations, nondiscrimination requirements, reasonable-accommodation procedures, and applicable law. Avoid inquiries about protected personal characteristics or information unrelated to job performance.

Structured-interview references: U.S. Office of Personnel Management · U.S. Equal Employment Opportunity Commission

Position Description

Under the direction of the appropriate district administrator, the Student Information Technician perform work supporting accurate student-record processing, routine quality checks, school support, documentation, and escalation within established procedures.

The position applies student information system administration, data stewardship, operational configuration, security, and user support across the district SIS, enrollment and attendance tools, gradebooks, scheduling, health, discipline, portals, state reporting, identity, data warehouse, and connected applications. It establishes or follows clear ownership, validation, security, documentation, review, and escalation practices appropriate to the role’s assigned authority.

The Student Information Technician collaborates with schools, enrollment, attendance, counseling, curriculum, special education, multilingual learner services, health, discipline, assessment, CALPADS, technology, vendors, students, and families. The role is accountable for accurate processing, routine validation, documentation, customer service, and timely escalation while protecting confidential information and keeping local decisions traceable.

Reports To

Insert your school district’s specific reporting relationship here.

Required Education and Credentials

Required

Associate degree or equivalent college coursework in information systems, education, business, records management, office administration, or a closely related field. Additional qualifying experience may be substituted where permitted by district policy.
Successful completion of all district-required employment clearances.
Completion of role-required privacy, information-security, records, system, and program training within established timelines.

Preferred

Bachelor’s degree or additional coursework in a field related to the position.
Current professional learning or certification related to student information system administration, data stewardship, operational configuration, security, and user support.
Relevant training in project management, data governance, privacy, accessibility, database, analytics, or information security.

Required / Desired Experience

Required Experience

One or more years of progressively responsible experience in K-12 education, student information, data, technology, compliance, research, records, or a closely related function.
Experience with accurate student-record processing, routine quality checks, school support, documentation, and escalation within established procedures.
Experience interpreting requirements, procedures, definitions, reports, system information, or technical documentation relevant to assigned work.
Experience coordinating or completing deadline-driven work with careful documentation and quality control.
Experience handling confidential information and communicating with users or stakeholders.

Desired Experience

Experience with the district SIS, enrollment and attendance tools, gradebooks, scheduling, health, discipline, portals, state reporting, identity, data warehouse, and connected applications.
Experience partnering with schools, enrollment, attendance, counseling, curriculum, special education, multilingual learner services, health, discipline, assessment, CALPADS, technology, vendors, students, and families.
Experience in accurate processing, routine validation, documentation, customer service, and timely escalation.
Experience using SQL, advanced spreadsheets, scripting, workflow tools, APIs, secure file transfer, or visualization tools when relevant to assigned duties.
Experience developing accessible training, technical documentation, process maps, data dictionaries, or continuity materials.

Essential Duties and Responsibilities

Planning, Operations, and Service Delivery

Coordinate annual SIS cycles for school setup, calendars, enrollment, scheduling, grading, attendance, rollover, closeout, and state-reporting dependencies.
Administer or support configuration, code tables, security roles, workflows, forms, notifications, extracts, imports, and integrations according to approved governance.
Maintain accurate student identity, enrollment, household, program, course, section, grade, attendance, and other assigned records.
Test releases, configuration changes, integrations, and batch processes using representative cases, acceptance criteria, rollback plans, and documented approval.
Provide role-specific training, support, release communications, guides, and escalation to schools, departments, technical staff, and vendors.

Data Quality, Controls, and Documentation

Establish validation reports and exception queues for duplicates, missing data, invalid codes, overlapping records, incorrect effective dates, and broken relationships.
Correct data in the authoritative source and verify successful propagation to downstream systems and reports.
Administer access through approved requests, least privilege, separation of duties, periodic review, multifactor authentication, and timely removal.
Maintain configuration inventories, data dictionaries, process maps, test evidence, change logs, issue histories, runbooks, and continuity records.
Protect student and family information in production, test, export, support, training, and reporting environments.

Student Information Technician-Specific Leadership and Support

Own or support the assigned portfolio for accurate student-record processing, routine quality checks, school support, documentation, and escalation within established procedures, with responsibilities clearly matched to the position’s authority and classification.
Develop role-specific calendars, service expectations, status reporting, support channels, and escalation paths.
Coordinate decisions with responsible data owners, program leaders, technical custodians, reviewers, and approving officials.
Provide accessible training, guidance, communications, and technical assistance tailored to user responsibilities.
Analyze recurring errors, incidents, requests, and process delays and recommend sustainable improvements.

Security, Improvement, and Continuity

Protect personally identifiable and confidential information in systems, files, reports, email, tickets, meetings, training, and support activity.
Test consequential changes using representative cases, documented expectations, peer or owner review, and post-change validation.
Use automation only with appropriate access, versioning, logging, exception handling, review, and recovery procedures.
Maintain current standard operating procedures, cross-training, critical contacts, dependencies, backup coverage, and recovery steps.
Perform other related duties consistent with the position’s purpose and classification.

Required Skills and Abilities

Knowledge of

Student information system administration, data stewardship, operational configuration, security, and user support.
The district sis, enrollment and attendance tools, gradebooks, scheduling, health, discipline, portals, state reporting, identity, data warehouse, and connected applications.
Data governance, source ownership, data quality, internal controls, change management, documentation, and continuous improvement.
Student privacy, confidentiality, role-based access, secure transmission, records management, incident escalation, and responsible use.
Project coordination, customer service, adult learning, accessible communication, and support practices appropriate to assigned work.

Ability to

Interpret detailed requirements and translate them into accurate procedures, system actions, reports, guidance, or decisions.
Trace discrepancies through source records, processes, configurations, mappings, transformations, and outputs.
Manage competing priorities and fixed deadlines with transparent status, documentation, review, and escalation.
Communicate clearly with technical, program, school, leadership, family, vendor, or agency audiences as appropriate.
Exercise discretion, preserve confidentiality, recognize limits of authority, and escalate material risk promptly.
Learn evolving requirements and technologies and improve processes without weakening controls or continuity.

Work Environment

Work is performed primarily in district offices, schools, service locations, meetings, training environments, and other computer-based professional settings.
The position requires sustained computer use and detailed review of records, systems, files, reports, requests, and technical or procedural documentation.
Work involves frequent interaction with schools, enrollment, attendance, counseling, curriculum, special education, multilingual learner services, health, discipline, assessment, CALPADS, technology, vendors, students, and families.
Workload may increase substantially during annual cycles, reporting windows, implementations, releases, audits, incidents, school transitions, or other critical deadlines.
The employee may encounter frequent interruptions, confidential matters, ambiguous records, failed processes, competing priorities, and urgent requests.
The position requires secure handling of personally identifiable student, family, or staff information.

Other Requirements

Successfully complete required criminal-record, fingerprint, and employment clearances.
Complete a tuberculosis risk assessment and any examination required by applicable law or district policy.
Complete annual mandated-reporter training and fulfill all legally applicable reporting responsibilities.
Complete district-required cybersecurity, student-privacy, safety, nondiscrimination, records, and workplace training.
Maintain professional confidentiality and comply with district policies governing records, information security, acceptable technology use, and data access.
Travel between district offices, schools, service locations, meetings, and professional-development activities as assigned.
Possess a valid California driver’s license and maintain insurability when driving is an essential function of the position.
Occasionally work early-morning, evening, weekend, or extended hours during critical operational, reporting, testing, implementation, or incident periods.
Regularly sit, stand, walk, speak, hear, read, and operate computers and standard office equipment.
Use hands and fingers for keyboarding and handling documents; maintain visual attention while reviewing detailed records and computer displays.
Occasionally lift, carry, or move records, devices, equipment, or supplies weighing up to 25 pounds.
Perform the essential functions of the position with or without reasonable accommodation.