POSITION PURPOSE:

The Data manager performs a variety of technical-clerical work preparing and maintaining a variety of computer databases pertaining to student attendance and demographic statistics in an assigned elementary, middle or high school. Work involves utilizing specialized computer-driven file maintenance, word processing and spreadsheet programs that are part of the student information system to develop and maintain records of student attendance, class schedules, grades, demographic statistics, immunizations, etc. and to generate federal, state and local reports. The Data Manager is responsible for reviewing forms and handwritten information, and entering data into proper computer files, often utilizing specialized codes and abbreviations; utilizing scanner devices to input data; updating files on a daily basis; printing out reports; and preparing daily back-up copies of records on flash drives or other secure forms of storage. The Data Manager is also responsible for troubleshooting errors or other operational problems with computers and peripheral equipment, installing computer program software, and preparing various correspondence and forms. Work may also involve general clerical work, such as answering telephones and assisting visitors to the school office.

MINIMUM QUALIFICATIONS:

• High School diploma/GED

KNOWLEDGE, SKILLS, AND ABILITIES

• Considerable knowledge of the operations of the school
• General knowledge of common word processing, spreadsheet and file maintenance programs
• General knowledge of the principles of organization and administration
• Ability to transcribe information and to prepare standardized forms, letter 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 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
• Considerable knowledge of computer related operations associated with the student information management system and the electronic gradebook programs used by the district
• Working knowledge of computer technology, computer operations and peripheral equipment
• General knowledge of common software packages such as word processing, spreadsheet and file maintenance program

EDUCATION, TRAINING, AND EXPERIENCE

• High School diploma/GED
• One (1) to Three (3) years of experience in clerical work involving the use of computer-driven word processing, spreadsheet and file maintenance programs
• Experience in an automated office or systems environment
• Any equivalent combination of training and experience that provides the required combination of knowledge, skills and abilities

CERTIFICATION AND LICENSE REQUIREMENTS

• Must possess a valid driver’s license issued by the NC Department of Motor Vehicles

PREFERRED QUALIFICATIONS:

• Associate’s degree, technical degree, or higher from an accredited institution majoring in a computer related field or administrative office support
• Minimum of one (1) year experience in data management or the equivalent experience with a computer system that requires knowledge of editing and completing source data
• Spanish Speaking

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Utilize the computerized student information system, 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.
• Prepare and maintain 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
• Review check-out forms and reconcile with absences to create “early leave” lists
• Enter codes into files to indicate individual students’ excuses for absences
• Prepare correspondence to students’ parents/guardians to advise of excessive absences, according to established policies
• Prepare attendance reports and reconciles manual and computer reports monthly
• Prepare and maintain database of student enrollment, recording such data as student’s name, address, parents or guardians, sex, race, immunization record, grade of assignment, class schedule, grades, school bus assignment, lunch period assignment, medical needs, emergency contacts, etc.
• Record student suspensions and prepares periodic statistical reports based on information
• Record student withdrawal from school enrollment and/or courses, recording reasons for withdrawal and student’s plans, as available
• Prepare periodic statistical reports associated with withdrawals
• Prepare and maintain daily back up records on flash drive or other secure method
• Prepare and maintain records of exceptional students being served by the school, including student’s enrollment and personal data, and specific handicap(s)/disability(ies) of individual student
• Maintain computer records of students’ scores on state mandated tests and standardized assessments; provide files to be used for school accountability
• May compare various data against data in secondary or previously used information system, contacting such officials as necessary to resolve discrepancies
• Troubleshoot hardware and software problems and errors in computer equipment or software, determine cause of error or stoppage and applies corrective steps or standard operational techniques in case where stoppage can be corrected; develops remedies to identified programs deficiencies or operational failures
• Select data from varied sources, and summarize information for standard reports, including preparing reports for the submission to building administrators, school system administrators and NCDPI as required or requested; ensures delivery in a timely manner
• Record various files on flash drive or other secure storage method as backup copies or for delivery to appropriate officials or offices
• Perform 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, attend meetings and participate in other activities of such groups as appropriate
• Attend 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 the student information system
• Perform other duties as assigned by the Principal or Assistant Principal