Middle School Data Clerk

Data Clerk

Under the direction of the Principal, the Data Clerk ensures the integrity and accuracy of the school's student information system. This role is central to the grading, reporting, and master scheduling processes, requiring high levels of confidentiality and technical precision.

Minimum Qualifications

Applicants must meet all qualifications below to be considered for the vacancy.

Education:

• High School diploma or GED (must scan and upload to the online application). Education completed outside the United States must be evaluated by an MSDE approved organization. For a list of approved vendors, please click here.

Experience:

• Two years of general administrative or clerical experience. An Associate Degree or the successful completion of 60 credit hours from an accredited college or university may be substituted for up to two (2) years of the required experience.

Preferred Qualifications

Experience utilizing educational technology platforms, such as Canvas (LMS), Synergy (SIS), and Hoonuit /PowerSchool Unified Insights (Data Warehouse).

Essential Position Responsibilities

The below list is a summary of the functions of the job, not an exhaustive or comprehensive list of all possible job responsibilities, tasks, and duties.

• Grading: Through the use of the student information system, ensure all teachers submit accurate grades in compliance with HCPSS policies.
• Process report cards for students and families to access.
• Responsible for final grade calculation, verification, and updating the course history on student transcripts at the end of each term.
• Provide support for transfer students, ensuring the continuity and accurate recording of their grades per HCPSS policies.
• Responsible for grade changes throughout the year, resulting in updates in the student information system.
• Administrative Reporting: Provides, compiles and prioritizes reports from numerous sources for various groups and departments. Supports staff with data analysis.
• Master scheduling: Inputs, maintains, and updates the master schedule in Synergy based on administrative guidance.
• Runs reports to support data-driven decisions on section counts and student schedules.
• Supports counselors and administrators by providing data and reports to ensure all students have a full schedule throughout the year.
• Student schedules and changes: Process student schedule changes, verify compliance with HCPSS policies and procedures, and facilitate grade transitions when schedules are modified, throughout the year.

Essential Knowledge, Skills, and Abilities

The below list is a summary of the knowledge, skills, and abilities required for success in this position, not an exhaustive or comprehensive list.

Knowledge:

• Student Information Systems (SIS): knowledge of Synergy (the primary SIS for HCPSS), including modules for grading, master scheduling, and transcript management.
• HCPSS Grading & Reporting Policies: Thorough understanding of Policy 8020 regarding grading scales, weighted averages, and credit requirements.
• Regulatory Compliance: Knowledge of FERPA (Family Educational Rights and Privacy Act) to ensure student data privacy and COMAR (Code of Maryland Regulations) regarding student records.
• Transcript Interpretation: Understanding of course codes, credit recovery, and how transfer credits (from out-of-district or international schools) map to Maryland graduation Requirements.

Skills:

• Data Analysis & Reporting: Proficiency in running queries and using tools (like Excel or SIS-native reporting) to identify concerns including but not limited to: schedule gaps or grading anomalies.
• Technical Troubleshooting: Ability to diagnose why a grade isn't calculating correctly or why a student schedule is flagging a conflict within the system.
• Master Schedule Management: Skill in manipulating section counts and teacher assignments within a digital environment based on administrative constraints.
• Advanced Record Keeping: High-level organization skills to manage the cyclical deadlines of interim reports, end-of-quarter processing, and final transcript updates.

Abilities:

• Meticulous Attention to Detail: The ability to verify thousands of data points (grades, credits, schedules).
• Collaborative Problem Solving: Ability to work effectively with counselors and administrators to resolve scheduling conflicts or data discrepancies.
• Ability to Work Under Pressure: Maintaining composure and accuracy during "peak" seasons, such as the opening of school, end-of-term grading windows, and graduation prep.
• Synthesizing Information: Ability to take raw data from multiple sources and compile it into a prioritized, actionable report for school leadership.

Working Hours: The duty day for this position is 7.5 hours, which will include a 30-minute unpaid, duty-free lunch period.

Application Requirements

Complete applications must be submitted, and once your application has been submitted, you will not be able to add documentation or make any changes. Incomplete applications will not be accepted. Resumes will not be accepted in lieu of a completed application.

Selection Criteria

Applicants who meet the minimum qualifications will be included in further evaluation. Interviews will be limited to those applicants who, in addition to meeting the basic requirements, have experience which most closely match the position qualifications and the needs of the school system.

Employment Information

Compensation: This is a 10-month per year position in the Howard County Education Association, Educational Support Professionals (HCEA-ESP) employee unit. The current salary range for this position is Grade 8 on the HCEA-ESP Secretaries and Assistants salary scale. Step placement will be in accordance with the salary procedures of the Howard County Public School System and the HCEA-ESP Master Agreement which considers relevant prior experience. Under the Fair Labor Standards Act, this position is not exempt from overtime.

Retirement: Membership in the Maryland State Retirement Agency (MSRA) pension plan is a mandatory condition of employment for all employees who meet the eligibility and membership criteria defined in the State Personnel and Pensions Article and the Code of Maryland Regulations (COMAR). A qualifying employee cannot reject membership, nor can an ineligible employee elect membership. The annual contribution to the pension plan will be 7% of an employee's annual salary.

Benefits: HCPSS offers a comprehensive benefits package for eligible employees. Information about additional benefits such as paid time off can be found in the negotiated agreement for employees in this bargaining unit.

Pre-Employment Requirements: Professional references will be contacted prior to any offer of employment. Recommended candidates will be required to provide references from current and recent supervisors.

All employees, regular and temporary, must be fingerprinted, have a criminal background investigation completed, and successfully complete the Maryland Employment History Review, pursuant to Section 6-113.2 of the Education Article, Annotated Code of Maryland. In addition, some positions will require completion of a physical examination and/or drug testing.

Anyone offered employment is required to provide proper identification and documentation of eligibility for employment in the United States. HCPSS participates in E-Verify and does not offer employee sponsorship.

For questions regarding this posting, please contact View email address on click.appcast.io.

Equal Opportunity Employer

HCPSS celebrates diversity and is committed to creating an inclusive environment for all employees and applicants and prohibits discrimination, harassment, and retaliation of any kind. HCPSS is committed to the principle of equal employment opportunity for all employees in providing them with a work environment free of discrimination and harassment. All employment decisions at HCPSS are based on organizational needs, job requirements and individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, veteran status or present military service, family medical history or genetic information, family or parental status, or any other characteristic protected by federal, state or local laws.