Beginning ASAP

40 hrs./week

Letter of Interest and Resume to:

Erin Foil, Director of Accountability and Student Information

foile@davie.k12.nc.us

Elisabeth Bolick-Spillman, Principal

bolick-spillmane@davie.k12.nc.us

DATA MANAGER/RECEPTIONIST

General Statement of Job

12 Month Classified Position

Under general supervision, performs technical-clerical work preparing and maintaining a variety of computer databases pertaining to student attendance and demographics in an assigned school. Work involves utilizing specialized computer-driven file maintenance, word processing and spreadsheet programs which are part of the student information system to develop and maintain records of student attendance, class schedules, grades, demographic statistics, immunizations, etc. and preparing associated reports. Employee 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 reports; and preparing weekly back-up copies of records. Employee is responsible for troubleshooting errors or other operational problems with computers and other electronic equipment.  Performs routine receptionist, clerical, and general office assistance duties to support the effective functioning of the school office. Work typically involves receiving and directing visitors while ensuring safety protocols are followed, answering and directing telephone calls, and responding to requests for general information. While instructions are given and most tasks are routine and repetitive in nature, the employee seeks guidance for unusual situations when general knowledge of operations does not allow application of judgment. Reports to the principal.

SPECIFIC DUTIES AND RESPONSIBILITIES

Essential Job Functions

Data Management

• Utilizes a computerized student information system to enter, maintain, manage and/or retrieve information as requested or as otherwise necessary.
• Prepares and maintains database of student enrollment, recording such data as student’s name, address, parents/guardians, sex, race, immunization record, grade of assignment, class schedule, grades, medical needs, emergency contacts, etc.; records student suspensions and prepares periodic statistical reports; records students’ withdrawal from school enrollment, recording reasons for withdrawal and students plans, as available, and preparing periodic statistical reports; prepares and maintains weekly backup records.
• Facilitates transfer of student information between schools.
• Prepares and maintains database of daily student attendance from submitted forms; reconciles absences with late arrivals and early departures; codes students’ reasons for absences; prepares correspondence to students’ parents to advise of excessive absences, according to established policies; prepares attendance reports and reconciles manual and computer reports monthly.
• Enters master schedules including courses, classrooms, time periods, teachers, and other relevant information; produces student schedules and inputs changes and corrections.
• Maintains database of student grades; processes information for academic progress information, runs, and distributes report cards; runs related academic reports such as failure lists, honor roll, and grade distribution lists.
• Ensures clean data by employing ongoing maintenance procedures to compare various data sources and resolve discrepancies.
• Selects data from varied sources, and summarizes information for standard reports, including preparing reports for timely submission to building administrators, school system administrators, and The State Department of Public Instruction as required or as requested.
• Meets with new students and their families to welcome and provide information, assists families with online enrollment forms.
• Provides information and/or training to school staff on the use of the student information system and the electronic gradebook software.
• Attends 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 use of the student information system.

Clerical Tasks

• Assists school administrators as necessary; assists with scheduling activities and events; prepares letters, memos, and announcements as required
• Completes forms, permits, reports, tabulations, notices, or form letters with designated or routine information as needed
• Assists with maintaining files of various information including but not limited to documentation, correspondence, forms, reports and other materials
• Distributes intra-office and general delivery mail
• Operates a variety of office equipment

Receptionist Duties

• Greeting visitors, parents, volunteers, etc. and directing them to locations as needed
• Providing information regarding school operations and answering questions on routine matters, programs, procedures, and regulations
• Answering incoming telephone calls and routing them to the proper person; taking messages as needed
• Handling inquiries regarding routine matters and correspondence of a non-technical nature
• Supervises students who are waiting to see administrative staff
• Assists school nurse with student medications or minor health needs
• Contacts parents of students in a variety of circumstances

Other tasks as assigned by the supervisor

KNOWLEDGE, SKILLS AND ABILITIES

• Ability to operate a computer, navigate and use file structures, multi-line phone systems and other common office equipment
• Considerable knowledge of computer related operations associated with student information and data management, including skills in word processing, spreadsheets, file maintenance, and various operating systems; competency in keyboarding with a high degree of accuracy at a moderate rate of speed 
• Organization and administration skills
• Ability to transcribe information and to prepare standardized forms, letters, and reports from that information
• Ability to sort and distribute documents, maintain complete and accurate records, and create reports
• Ability to understand and follow oral and written instructions
• General knowledge of the operations of the school/system and procedures to follow, along with the ability to reason, make judgments, troubleshoot, and correct errors
• Ability to communicate effectively both orally and in writing and with a variety of stakeholders, including staff, parents/guardians, and students, while following strict confidentiality requirements
• Ability to establish and maintain effective working relationships as necessitated by work assignments

MINIMUM TRAINING AND EXPERIENCE

Associate’s degree in a relevant field preferred; high school diploma and 1-2 years of experience in clerical work involving the use of computer-driven word processing, spreadsheet and file maintenance programs; or any equivalent combination of training and experience which provides the required knowledge, skills, and abilities. 

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED 

TO PERFORM ESSENTIAL JOB FUNCTIONS

Physical Requirements: Must be able to use a variety of automated office equipment such as computers, copiers, calculators, etc.  Must be able to exert up to 20 pounds of force occasionally and a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.  Due to the amount of time spent standing and/or walking, physical requirements are consistent with those for Light Work.

Conceptual Awareness: Requires the ability to observe, compare, and contrast various people, data, or items.

Interpersonal Communication: Requires the ability to speak and/or signal people to convey or exchange information. Includes receiving instructions, assignments and/or directions from colleagues or supervisors.

Language Ability: Requires the ability to read a variety of correspondence, reports, handbooks, forms, lists, etc.

Intelligence: Requires the ability to rationalize and solve problems with a variety of variables, aligned with policies, procedures, and professional expectations; to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.  

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

Numerical Aptitude: Requires the ability to use mathematical operations and apply mathematical skills to solve work-related problems; including but not limited to adding, subtracting, and utilizing decimals and percentages.

Motor Coordination & Dexterity: Requires the ability to coordinate hands and eyes rapidly and accurately. Requires the ability to handle a variety of office machines, etc. Must have minimal levels of eye/hand/foot coordination.

Visual and Spatial Aptitude: Requires visual acuity to complete essential duties, including the ability to conceptualize visual representations, size, shape, and color.

Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress.

Physical Communication: Requires the ability to talk and hear: (Talking: expressing or exchanging ideas by means of spoken words. Hearing: perceiving nature of sounds by ear). Must be able to communicate via telephone.

DISCLAIMER

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job.