Core Data/Special Services Admin Assistant

POSITION TITLE 

CORE DATA COORDINATOR/SPECIAL SERVICES ADMINISTRATIVE ASSISTANT 

TO: SUPERINTENDENT/ASSISTANT SUPERINTENDENT 

QUALIFICATIONS 

1. Minimum of a High School Diploma
2. Experience and high level of competency in technology 

PERFORMANCE OBJECTIVES

1. Must maintain accurate records
2. Must maintain confidentiality
3. Must be able a self-starter who is able to work independently and use sound judgment
4. Demonstrate effective technology and secretarial skills
5. Excellent verbal and written communication skills
6. Demonstrate ability to manage multiple projects and meet deadlines
7. Basic understanding of regulations and guidelines pertaining to Core Data and state regulations or willingness to learn

DUTIES AND RESPONSIBILITIES 

CORE DATA COORDINATOR

1. Assumes responsibilities for management, maintaining and reporting for Core Data, MOSIS and the Student Information system.
2. Manage the Monthly responsibilities for the Student Information Systems/MOSIS (Add/Delete fields and tables, Revise fields and tables, Update standard screens)
3. Create and maintain Step by step manuals and provide individual training with new employees 
4. Keep up on What’s New with updates through DESE and other contacts as well as attend relevant trainings
5. Maintain day-to-day operations of the student information system
6. Provides training to all staff on the student information system and annually trains new staff to the district.
7. Share information about updates and from trainings through presentations and emails to district employees needing to know the information  

1. Maintain screen synchronization 
2. Oversee and keep entered information consistent 
3. Problem solve core data issues
4. Manage Core Data system
5. Send out reminders to staff members concerning Core Data fields
6. Supervise Core Data Cycle Reporting.
7. Submit Core Data Cycle Reports to DESE
8. Annually Create/oversee new file sets 
9. Oversee creation of student enrollment documents and provide assistance to families during the enrollment process.
10. Check tables and codes for consistency
11. Import required state assessment Pre-Coding and Map scores and be sure they imported correctly

SPECIAL SERVICES ADMINISTRATIVE ASSISTANT

1. Communicate with the public in a professional manner that is effective and positive on  the telephone and in person. 
2. Type, copy, mail / distribute letters, memos, announcements, presentation materials, and  other correspondence / documentation as designed. 
3. Maintain data, schedules, form letters and announcements, mailing lists, 
4. Complete purge procedure on special education files for students who have graduated or  are past school age. 
5. Maintain confidentiality of identifiable student information other than district student  directory information. 
6. Collect, process, and submit billing data to Medicaid for direct services and  administrative case management. 
7. Send Awareness, FAPE, and Census notices to newspapers and patrons. Post  notices in offices. 
8. Distribute/process homebound information. 
9. Collect, process, and submit Local Tax Effort billing data. 
10. Maintain data for drop out students. 
11. Complete, maintain, and attend meetings each quarter for School District Administrative  Claiming. 
12. Type/design forms, relevant program plans and corresponding documents, make copies  and update staff books. 
13. Comply with federal, state, local, and Board of Education policies and regulations. 
14. Other duties as designated by the Superintendent/Assistant Superintendent

CIVIL RIGHTS DATA COLLECTION

1. Gathers the data and submits the CRDC items in a timely manner

      Other Responsibilities

1. Perform other responsibilities as assigned by the superintendent and assistant

superintendent

1. Initiates and facilitates meetings with secretaries and other staff when needed.

TERMS OF EMPLOYMENT 

Employment is on an annual basis. This is an at-will position. The Superintendent of Schools makes employment recommendations in April of each year for the next fiscal year. The final decision is made by the Board of Education. Salary is based on the Classified Salary Schedule adopted annually by the Board of Education. 

EVALUATION 

An annual evaluation is conducted by the Superintendent/Assistant Superintendent in April of each year using the evaluation method adopted by the Board of Education.