Data Specialist

Data Specialist Portland Public Schools Central Office - Portland, Maine Job ID: 5732616 Application Deadline: Posted until filled Posted: May 22, 2026 2:00 AM (UTC) Job Description TITLE: Data Specialist POSITION OVERVIEW: Are you the kind of person who loves digging into the details but also can't help noticing how the whole system could run more smoothly? Portland Public Schools is seeking a Data Specialist who takes pride in maintaining accurate, trustworthy data and providing responsive, high-quality support to school partners and district departments. This is a hands‑on role--running audits, preparing reports, troubleshooting issues, and answering data requests--where your reliability and attention to detail help ensure staff have the information they need to support students effectively. At the same time, this position offers the chance to think beyond individual tasks and help shape more efficient, human‑centered data systems and processes. You'll design surveys, forms, and workflows that reduce burden, improve accuracy, and make it easier for staff, students, and families to provide the information we need. Strengthening data quality across the district ensures that educators and leaders can make informed decisions that contribute to more equitable outcomes. If you're detail‑oriented, collaborative, and energized by helping others succeed, this role offers the opportunity to cultivate strong relationships, improve district systems, and ensure that data meaningfully supports the work happening every day in service of students across Portland Public Schools. This year‑round position includes a generous benefits package, including 20 annual vacation days and full health and dental benefits. The salary range for this position is $70,000–$90,000. ESSENTIAL DUTIES & RESPONSIBILITIES The statements below describe the general nature and scope of work being performed in this position. This is not a complete listing of all responsibilities, duties, and/or skills required. Other duties may be assigned. State & Federal Reporting Oversee quarterly state reporting by coordinating with district teams to gather required data, review submissions, and ensure timely, accurate compliance. Use reporting cycles to strengthen data quality—treating each submission as an opportunity to refine data practices, identify gaps, and improve accuracy. Run and analyze error reports to identify missing or incorrect data, surface patterns, and partner with school‑based staff to resolve issues and prevent future inconsistencies. Lead the bi‑annual Civil Rights Data Collection (CRDC), ensuring all required data is accurately collected, validated, and submitted. Stay current on state and federal requirements to ensure district practices remain compliant with evolving regulations. Provide training and capacity‑building support to help staff understand reporting requirements and improve data entry practices. Data Collection Collaboratively design and administer district surveys and data collection tools that prioritize clarity, accessibility, and low burden for staff, students, and families. Develop human‑centered data collection systems—including forms, workflows, and processes—that make it easy for people to provide accurate information the first time. Establish clear timelines and milestones for each data collection effort and provide regular progress updates. Collaborate with district and school staff to identify challenges, refine methods, and ensure strong engagement and data integrity. Implement targeted follow‑up strategies that encourage participation and communicate the purpose and impact of the data being collected. Monitor participation and address gaps in real time to ensure high response rates. Data Analysis Respond to data requests submitted via the PPS HelpDesk, working with requestors to clarify questions, refine goals, and deliver data that meets their intended purpose. Develop data extraction and analysis plans that identify relevant data points and structure analyses to answer key questions. Conduct ad‑hoc analyses and deliver timely, actionable reports with insights and recommendations. Analyze academic, attendance, and operational data to identify trends, patterns, and outliers that inform district priorities. Capacity Building, Documentation & Support Collaboratively design and deliver data‑focused training to strengthen data literacy and help staff confidently manage, interpret, and act on data. Provide ongoing support to schools by answering questions, troubleshooting issues, and building internal capacity for effective data use. Communicate complex data concepts clearly to non‑technical stakeholders, ensuring information is accessible and actionable. Develop user‑friendly documentation—including Quick Reference Guides and Standard Operating Procedures (SOPs)—to support consistent, accurate data practices. Create clear guidance that equips school‑based staff to contribute accurate data for required reporting, ensuring they understand what is needed and why it matters. Maintain clear data‑entry procedures to ensure uniform, compliant data entry across schools. Support the Data & IT Help Desk by responding to data‑related inquiries and resolving issues in a timely, service‑oriented manner. Collaboration & Communication Serve as a liaison between schools and the district office to support smooth, accurate data‑collection and reporting processes. Coordinate with other districts to verify enrollment information required for state reporting. Collaborate with internal departments. Data Management & Accuracy Ensure data accuracy through regular audits and implement protocols to prevent errors. Support data migrations and system integrations to ensure smooth transitions. Maintain data consistency and completeness across district systems through ongoing review and quality checks. Apply strong problem‑solving skills to diagnose and resolve data issues. SKILLS, KNOWLEDGE, & EXPERIENCE Bachelor's degree (preferred). Minimum 3 years of experience in data management, analysis, reporting, or similar operational data work. Strong project‑planning and coordination skills with the ability to manage multiple tasks, timelines, and stakeholders. Proficiency in data collection and survey design, including developing forms and processes that support accurate, low‑burden data entry. Ability to communicate complex data concepts clearly to non‑technical audiences, both verbally and in writing. Experience working with relational databases (e.g., MS SQL Server) and familiarity with data migration, integration, and secure reporting protocols (e.g., SFTP, FTPS, TLS). Ability to execute prewritten scripts for data migration, scheduled reporting, and routine data tasks. Skill in developing clear, user‑friendly documentation that supports consistent, accurate data practices across schools. Exceptional organizational skills with a strong focus on accuracy, attention to detail, and meeting deadlines. Strong collaboration, problem‑solving, and customer‑service orientation; able to work independently while contributing effectively to a team environment. PHYSICAL DEMANDS Reaching/handling/manual dexterity to operate a computer keyboard, mouse, and other computer components. Mobility to work in a typical office setting and use standard office equipment. Must be able to travel to schools within the district. Frequent near and far visual acuity with or without visual accommodation to read printed materials and computer screen or other monitoring devices. Hearing/speech to communicate in person or over the telephone. ADDITIONAL REQUIREMENTS Maine State CHRC authorization (cost is $70 - more info here) The position typically requires a standard workweek of Monday through Friday, 8:00 AM - 4:00 PM. While the primary work location is the district's central office, we offer the flexibility of hybrid remote work to accommodate individual needs. EMPLOYMENT DETAILS: Schedule: Full Year, Full Time (1.0 FTE) Assignment: Permanent Overtime: Not eligible for overtime Salary range: $70,000-$90,000 Contract: Non‑bargaining Benefits: Eligible for a generous benefits package as outlined here Portland Public Schools is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender identity, sexual orientation, marital status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation, or disability, as defined and required by state and federal laws. #J-18808-Ljbffr