Student Data Specialist na Lexington County School District One

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Position Title: Student Data Specialist

Department: Instructional Services

Reports To: Principal

FLSA Status: Non-Exempt

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REQUIRED EDUCATION and/or EXPERIENCE:

• High school graduate with business/technical training in secretarial science and a minimum of one year of data entry clerical experience; or high school graduate with a minimum of three years of secretarial or clerical experience to include data entry; or any equivalent combination of training and experience which provides the required knowledge, skills and abilities.  

CERTIFICATES, LICENSES, REGISTRATIONS:

Must have current government issued identification

TERMS OF EMPLOYMENT:

8 Hours/230 Days

Support Staff Salary Scale (Grade 10)

The terms of employment detailed in this job description are based on full time employment during the school year. Conditions of employment adjusted for part time employees or individuals who are hired for less than an entire school year.

GENERAL SUMMARY:

Under supervision of the principal with support of the director of application services, this position is responsible for entering and maintaining computer data on all students, teachers and staff within the school database. This position uses several means of data collection including forms and interviews to gather data to be entered in the software system. When applicable, this position must also notify the central services of changes in order for the district to maintain correct information. Reports and audits are required to maintain accurate data and electronic files.

ESSENTIAL FUNCTIONS:

• Supports and upholds the mission, vision and strategic goals of Lexington County School District One towards increased outcomes for students.

• Interacts, communicates and collaborates with all stakeholders effectively.

• Establishes a safe, supportive, positive and productive working and learning environment.

• Operates general office and technology equipment needed for daily activities.

• Maintains confidentiality regarding all employee and student information.

• Participates in all professional meetings and training sessions as required.

• Requests and maintains materials needed for daily responsibilities and essential functions; provides for safe storage and proper use of all tools, equipment and materials. 

• Enrolls new students  

   

  • Verifies address, birth certificate, and social security number

  • Codes EFA/EIA information

  • Enters and maintains all student demographic information, parent/guardian information, and emergency contacts

  • Assigns homeroom, enters and schedules classes, prints schedule, collects fees, and notifies appropriate school staff of the new student’s arrival

  • Enters new information for Precode, bus coding, and student supplemental data; contacts prior school to receive information and request records

• Withdraws students 

   

  • “No shows” summer withdrawals (all students from which a record request is received)

  • “No Shows” all students who have not reported to school by the 10th day

  • Works with school counseling during the school year to keep all records accurate

  • Notifies all appropriate staff of students who have withdrawn

  • Keeps a record of where students transfer; and copies and sends records to new schools of all transferees

• Schedules For Following Year  

• Prepares school calendar, teacher databases, and student databases in next year

• Activates/inactivates courses in Basic Scheduling

• Checks/corrects settings for each course in Sections

• Schedules classes into the database using Basic Scheduling

• Deletes and adds sections as needed

• Promotes or retains students and changes grade level and homeroom where applicable  

• Balances and maintains balance of classes when scheduling or changing schedules

• Hand-schedules all special education students

• Registers students - checks residency, collects money, enrolls new students, etc.

• Prepares for Beginning of School 

   

  • Runs processes for district attendance and grading applications at appropriate times

  • Runs EFA/EIA Initialization for state coding purposes  

  • Runs and distributes class rosters. 

  • Runs Enrollment Reports  

  • Updates and corrects student/parent data from registration forms  

  • Prints labels for learning commons, cafeteria, etc.

• Completes State and District Office Reports

   

  • Prepares and sends daily attendance reports to Application Services Team on Day 1,2,3,6 and prepares report for numbers count  

  • 45 Day—Identifies and codes EFA, EIA, GTA, GTR, Special Ed, 504, Free and Reduced Lunch, Bus transportation

  • Runs attendance reports: Membership and Attendance Report, Cumulative Class Report, Cumulative Class List, Master Classification Report, and Membership and Attendance Worksheets; checks for errors, corrects errors, runs hard copies and files for each reporting period

  • Codes Directory Information, Homebound and Intermittent Homebound  

  • Runs queries and mass changes for all Precode fields when necessary

• Maintains Attendance

• This duty should be assumed by the attendance clerk depending on the school’s enrollment, if applicable. 

• Runs reports each day to see who hasn’t completed attendance applications - emails or calls with reminders.  

• Enters attendance for substitutes.  

• Runs daily attendance reports.  

• Enters tardies and  excuses, field trips, suspensions, and in-school suspensions.  

• Files excuses and generates and mails attendance letters (makes copies for files). 

• Codes truancy, if needed.  

• Processes Grades

   

  • Creates timelines and deadlines for grades and emails to teachers in a timely fashion

  • Collects and verifies all grade verification sheets returned

  • Archives and/or prints report cards

  • Coordinates process for unclaimed report cards

  • Archives digital report cards

  • Reprints lost report cards and makes duplicate copies as required

  • Files hard copies of report cards

  • Runs Honor Roll report

  • Checks Directory Information (for publicity of honor roll)

• Conducts Miscellaneous Duties

   

  • Creates and runs queries, reports, labels, for teachers, counselors, cafeteria, committees, administrators, etc.  

  • Works closely with district office staff on problems with programs.  

  • Helps compile information for Department of Social Services(DSS) reports – permanent record information, grades, attendance, discipline, etc.

• Performs other job-related duties as assigned

SUPERVISORY RESPONSIBILITY:

No budgetary or supervisory responsibility. Responsible for accurate reporting.

OTHER SKILLS and ABILITIES:

Ability to perform duties with awareness of all district requirements and Lexington County School District One Board policies. Must be able to access reliable transportation.

Knowledge of the policies, procedures, and activities of the school district that pertain to the specific duties and responsibilities of the position. Knowledge of school policies, procedures, and operations. Ability to demonstrate proper maintenance, safe operation, and utilization of equipment, materials, and supplies used in daily activities. Ability to maintain high standards of accuracy in exercising duties. Ability to anticipate work to be completed and to complete work without the need for direct supervision. Ability to maintain confidentiality of employee and student records and information. Ability to interact and communicate effectively and professionally with supervisors, co-workers, teachers, students, and the general public.   

Personal computer experience required. Strong knowledge of word processing, e-mail, spreadsheets, electronic file management, the internet, and reporting and presentation software. Ability to establish and maintain effective working relationships with students, staff and the school community. Ability to speak clearly and concisely both in oral and written communication. Ability to apply knowledge and current research and theory. Ability to organize and implement a flexible work schedule in order to meet reporting deadlines. Ability to self-monitor and manage multiple tasks while working individually and with members of a group. Ability to submit all requested reports and documentation in a timely manner and in accordance with scheduled deadlines. Some extended hours and multiple demands from several people are frequently required of the employee. Computer literacy required. 

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee will occasionally lift and/or move up to 25 pounds such as boxes of materials. The employee will sometimes push/pull items such as furniture or boxes of materials.

While performing the duties of this job, the employee is regularly required to sit, stand, walk, talk, listen and/or reach with hands and arms. Specific vision abilities required by this job include close vision, distance vision. Occasionally the position requires the employee to work irregular or extended hours. Duties of the job require frequent use of a computer monitor and related equipment.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Conducts duties in an office environment with no significant exposure to environmental conditions. Requires ability to conduct duties that require constant attention and meeting deadlines. Physical demands are restricted to office work requiring lifting/moving of items up to 25 pounds. Occasional local travel may be required; no overnight travel is required. Job requires the operation of standard office and technology equipment.  Requires frequent use of computers for long durations.

The noise level in the work environment for this position varies. The noise level in this environment is quiet to loud depending upon the activity in the particular part of the day. 

EVALUATION:

Performance of this job is evaluated annually according to Board Policy.

DISCLAIMER STATEMENT:

The information contained in this job-description is intended for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

NONDISCRIMINATION POLICY:

Lexington County School District One is committed to a policy of nondiscrimination and equal opportunity for all students, parents/legal guardians, staff, visitors, personnel and community members who participate or seek to participate in its programs or activities. Therefore, the district does not discriminate against any individual on the basis of race, religion, sex (including pregnancy, childbirth, or any related medical conditions), color, disability, age, genetic information, national origin, or any other applicable status protected by local, state, or federal law.

The district will use the grievance procedures set forth in policy to process complaints based on alleged violations of Title VI of the Civil Rights Act of 1964; Title VII of the Civil Rights Act of 1964; Title IX of the Education Amendments Act of 1972; Section 504 of the Rehabilitation Act of 1973; the Age Discrimination Act of 1975; the Age Discrimination in Employment Act of 1967; the Equal Pay Act of 1963; the Genetic Information Nondiscrimination Act of 2008; and Titles I and II of the Americans with Disabilities Act of 1990.