Data Manager/Receptionist

POSITION PURPOSE:

The Data Manager/Receptionist will greet and interact with visitors, oversee the sign-in/sign-out sheet, and greet and interact with visitors positively and professionally, including in person, on the phone, and in writing while also providing general clerical support. Performs various complex technical and computer support functions for the student information system at an assigned 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 student data records (attendance, class schedules, grades, demographic statistics, immunizations, etc.)

MINIMUM QUALIFICATIONS

KNOWLEDGE, SKILLS, AND ABILITIES

• Ability to contact administrative staff as appropriate should situations become difficult when attempting to assist any visitor
• Considerable knowledge of the operations and activities of each department
• Ability to communicate with various groups of people, including communication with parents, teachers, transportation, administrators, and outside agencies
• Ability to meet deadlines and schedules and independently set priorities
• Ability to communicate applicable policies and procedures as necessary with general knowledge of the characteristics and components of the District
• Ability to use correct grammar, vocabulary, spelling, and punctuation
• Knowledge of modern office practices and procedures
• Ability to generate correspondence, spreadsheets, and reports independently
• Ability to interact and deal with the public and employees in a professional manner
• 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 school
• 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

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 a computer-driven scanner to enter data from submitted forms; review late arrival forms, and reconcile them with absences to create “tardy” lists
• Review check-out forms and reconcile them 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 reconcile manual and computer reports monthly
• Prepare and maintain a 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.
• 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
• Answers incoming calls and directs calls correctly
• Takes & delivers messages
• Welcomes visitors and directs them appropriately
• Checks fax machine for incoming faxes & delivers to appropriate personnel
• Files completed customer orders
• Perform other duties as assigned by the Principal or Assistant Principal

MINIMUM EDUCATION, TRAINING, AND EXPERIENCE:

• High School Diploma or equivalent
• Proven demonstration of excellent telephone and interpersonal skills
• Proven demonstration of ability to handle multiple tasks simultaneously
• Any equivalent combination of training and experience that provides the required knowledge, skills, and abilities
• Any equivalent combination of training and experience that provides the required knowledge, skills, and abilities

PREFERRED QUALIFICATIONS:

• Associate’s degree, technical degree, or higher from an accredited institution majoring in a computer-related field or administrative office support
• Ability to use office software and office equipment, including Microsoft Word, Excel, Google, school-related software, copies, and fax machines
• Experience with handling constant interruptions, inflexible deadlines, and changes to normal routines
• Spanish Speaking

DISCLAIMER:

The above statements are intended to describe the general purpose and responsibilities assigned to this position. They are not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and skills that may be required of the employees assigned to this position. This description may be revised by the supervisor, with HR review and approval, at any time.

200 E. King St., Hillsborough, NC 27278 Version 12/2024