Data Manager @ York Chester Middle

Job Title

Technical-Clerical Work for Student Attendance and Demographic Statistics

Job Description

Under general supervision, performs technical-clerical work preparing and maintaining a variety of computer databases pertaining to student attendance and demographic statistics in an assigned school. Work involves utilizing specialized computer-driven file maintenance, word processing, and spreadsheet programs which are part of the Home Base, within Power School, to develop and maintain records of student attendance, class schedules, grades, demographic statistics, immunizations, etc., and preparing associated reports. Employee is responsible for reviewing forms and handwritten information, and entering data into proper computer files, often utilizing specialized codes and abbreviations; updating files on a daily basis; printing out reports; and, preparing daily back-up copies of records. Employee is also responsible for preparing various correspondence and forms. Work also involves general clerical work, such as answering telephones and assisting visitors to the school office.

Duties and Responsibilities

Utilizes the software, a computer-driven system of word processing, spreadsheet, and file maintenance programs, to enter, store and/or retrieve information as requested or as otherwise necessary. Selects data from varied sources, and summarizes information for standard reports, including preparing reports for submission to school administrators, Schools system administrators, and NC Department of Public Instruction, as required or as requested, ensuring delivery in a timely manner; records various files on diskettes for delivery to appropriate officials or offices. Prepares and maintains computer records of daily student attendance, utilizing computer-driven scanner to enter data from submitted forms; reviews late-arrival forms; and, reconciles with absences to create "tardy" lists; reviews check-out forms, and reconciles with absences to create "early leave" lists; enters codes into files to indicate individual students' excuses for absences; prepares correspondence to students' parents to advise of excessive absences, according to established policies. Prepares attendance reports and reconciles manual and computer reports monthly. Prepares and maintains database of student enrollment, recording such data as student's name, address, parents or guardians, gender, race, immunization record, grade of assignment, class schedule, grades, school bus assignment, lunch period assignment, medical needs, emergency contacts, etc.; records student suspensions, and prepares periodic statistical reports; records students' withdrawal from school enrollment, recording reasons for withdrawal and students' plans, as available, and preparing periodic statistical reports; prepares and maintains daily backup records. Prepares and maintains records of exceptional students being served by school, including student's enrollment and personal data, and specific handicap(s) of individual students. May compare various data against data in secondary or previously used information system, contacting such officials as necessary to resolve discrepancies. Troubleshoots hardware and software problems and errors in computer equipment or software, determines cause of error or stoppage and applies corrective steps or standard operational techniques in cases where stoppage can be corrected; develops remedies to identified program deficiencies or operational failures. Performs routine maintenance on computers and peripheral equipment, such as adding paper and toner, replacing ribbons, cleaning, etc. May serve on various school and/or school system committees, attending meetings, and participating in other activities of such groups as appropriate. Attends seminars, conferences, workshops, classes, lectures, etc., as appropriate, to enhance and maintain knowledge of trends and developments in the field of database management, with specific emphasis on use of the HOME BASE system. Other duties as assigned.

Additional Job Functions

Assists teachers and principals with scheduling projects. Composes correspondence, prepares forms and types other material into form, assuming responsibility for spelling, punctuation, grammar and format. Answers telephones and greets visitors, receiving inquiries and providing information or referring callers to proper officials, as appropriate; records and relays messages, as appropriate.

Knowledge, Skills and Abilities

Considerable knowledge of the operations of the department. General knowledge of common word processing, spreadsheet and file maintenance programs. General knowledge of Home Base (school based). General knowledge of the principles of organization and administration. Ability to transcribe information and to prepare standardized forms, letters, and reports from that information. Ability to operate common office machines. Ability to process documents such as purchase orders, invoices, etc. Ability to sort and distribute documents. Ability to maintain complete and accurate records and to develop standard reports from those records. Ability to respond to questions based on considerable knowledge of the department. Ability to understand and follow oral and written instructions. Ability to type accurately at a moderate rate of speed. Ability to establish and maintain effective working relationships as necessitated by work assignments. Ability to handle high volume times and events.

Physical Requirements

Must be able to use a variety of automated office equipment such as computers, copiers, typewriters, calculators, etc. Must be able to exert a negligible amount of up to 20 pounds of force frequently or 10 pounds constantly to lift, carry, push, pull or otherwise move objects. Due to amount of time spent standing and/or walking, physical requirements are consistent with those for Light Work. Requires the ability to talk and hear: (Talking: expressing or exchanging ideas by means of spoken words. Hearing: perceiving nature of sounds by ear). Must be able to communicate via telephone. Requires the ability to speak and/or signal people to convey or exchange information. Includes receiving instructions, assignments and/or directions from administrators. Requires the ability to coordinate hands and eyes rapidly and accurately in using office equipment. Requires the ability to handle a variety of office machines, etc. Must have minimal levels of eye-hand-foot coordination.

Training and Experience

Graduation from high school and 1 to 2 years of experience in clerical work involving the use of computer-driven word processing, spreadsheet and file maintenance programs; or any equivalent combination of training and experience which provides the required knowledge, skills and abilities. Associate's degree, preferred. Prefer 1 - 2 years of clerical or office support experience.

This Position Reports Directly to: Principal

Salary: Grade 57-Step 00, entry level Classification: Non-Exempt Disclaimer The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job. If offered a position, prospective employee must pass a required health exam, criminal records check, and drug test.