Data Manager EC Department

ASHEVILLE CITY SCHOOLS JOB DESCRIPTION

JOB TITLE:  Data Manager EC Department 
JOB STATUS: Full-Time / 12 Months
LOCATION: ACS Central Office 
CONTACT: Holly.Sutter@acsgmail.net

GENERAL STATEMENT OF JOB:

To work closely with the Exceptional Children's Director and EC Leadership Team to support the programming of Exceptional Children in Asheville City Schools.  General support for the EC Department and Leadership Team with completion of required DPI reports, and maintain student data in ECATS and NCSIS.  Support the finance department through purchase orders, processing department invoices, and mileage.

SPECIFIC DUTIES AND RESPONSIBILITIES:

Manage daily communications including emails, phone calls, calendar updates, and reminders to support departmental operations; support IEP Meeting scheduling as needed.

• Works collaboratively with all staff in the Exceptional Children's Department
• Coordinates and reserves dates and rooms, along with setup by gathering supplies and materials for conferences, interviews, and workshops
• Maintains and updates student data across multiple systems including ECATS and NCSIS, ensuring accuracy and compliance
• Process and manage ECATS functions such as document uploads, user profile updates, announcements, and Zendesk ticket submissions
• Proofread, upload, attach, and archive EC documentation for all students in compliance with district and state guidelines
• Coordinate data alignment between ECATS and NCSIS for EC and 504 records
• Support document archival of inactive student records and psychological profiles
• Facilitate records requests with schools, colleges, government agencies, and families while maintaining confidentiality
• Encrypt sensitive EC and 504 documents upon request to ensure secure data handling. Organize private school referral packets and manage enrollment processes in NCSIS; maintain tracking spreadsheets
• Prepare and distribute EC folders, handbooks, and documentation for case managers. Process, file, track, and purge EC and 504 records, including senior and exit folders. Manage compliance indicators in ECATS, including: 

O Indicator 7 (Preschool Child Outcome Survey Entry/Exit) 

O Indicator 11 (Child Find & 90-day Referral Timeline) 

O Indicator 12 (Preschool-Early Childhood Transition) 

O Indicator 14 (Post-School Outcomes Data Collection) 

• Conduct outreach (email and phone) to collect post-graduation survey data
• Track and report key metrics including Exit Count and Child Count
• Support Medicaid processes including RMTS (Random Moment Time Study), PA (Physician Authorization), RA (Remittance Advice), staff pool, calendar, and quarterly cost reporting requirements, Work and support
  • Oversee PreK program data, including enrollment/withdrawals and documentation management
• Generate monthly and ad hoc reports (discipline, therapy services, and program data) for leadership and specialists
• Manage ECATS reporting, including monitoring care plan, Medicaid consent forms
• Submit and manage technology work orders and coordinate with staff for issue resolution
• Participate in ongoing professional development related to ECATS, NCSIS, DPI, and PCG systems
• Maintain proficiency in multiple platforms including ECATS, NCSIS, MAC, DDS, Student UID, GIS, and NCTracks
  • Utilize Google Workspace, Microsoft Excel, Word, and Adobe Acrobat for data management, reporting, and documentation
• Complete online NCEES Course ECATS. Maintain daily communication including emails, phone calls, calendar updates, and reminders to support departmental operations.
• Work with the finance department on drafting contracts, MOUs, Purchase Orders
• Complete monthly Purchase Card Statements and maintain receipts for purchase of materials for EC students
• Process monthly mileage for EC Staff
• Work and support the finance department on yearly grants in addition to monitoring spending on specified accounts and other supports for the finance department as needed.

KNOWLEDGE, SKILLS, AND ABILITIES:

Must be able to operate a variety of equipment, including computers. 

Proficient in the latest version of Microsoft Office and Google services. 

Excellent customer service skills. 

Outstanding verbal and written communication skills. 

Excellent attention to detail. 

Follow established protocols. 

Ability to work with a diverse group of people in a team environment. 

Strong computer literacy to manage a variety of data programs. 

MINIMUM TRAINING AND EXPERIENCE:

Graduation from high school with preference given to an associate's/bachelor's degree in secretarial science, computer database management, bookkeeping, or an equivalent combination of training and experience which provides the required knowledge, skills and abilities.

Preferred minimum of three years in an office environment with experience supporting high-level administration

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS 

Physical Requirements: Must be physically able to sit, stand, walk, and drive a car. Must be able to lift mail and boxes up to 10 lbs. Must be able to sit at a computer for extended periods of time. Physical demand requirements are for Light Work.

Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural, or composite characteristics (whether similar or divergent from obvious standards) of data, people, or things.

Interpersonal Communication: Requires the ability to speak and/or signal people to convey or exchange information. Includes giving instructions, assignments, or directions to subordinates or assistants.

Language Ability: Requires the ability to read simple forms. Requires the ability to prepare time sheets and supply requisitions using the prescribed format.

Intelligence: Requires the ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagrammatic form; to deal with problems involving several concrete variables in or from standardized situations.

Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions. Must be able to communicate effectively and efficiently in Standard English.

Numerical Aptitude: Requires the ability to utilize mathematical formulas, to add, subtract, divide, and multiply.

Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using a keyboard.

Manual Dexterity: Must have minimal levels of eye/hand/foot coordination.

Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal levels of stress