CLASS TITLE: Student Data Specialist

Performs a variety of technical data management duties involved in the operation of student systems to input data, manipulate information, create queries, maintain automated records and generates a variety of computerized reports; compiles, assembles, evaluates and verifies related data; monitors student information systems for the Alternative Schools Department (ASD) and the Special Education Department.

The Student Data Specialist provides technical assistance, training and support to respective users and acts as a technical liaison among SELPA MIS and/or ASD system, staff and users and external agencies. Employees in this classification receive limited supervision within a framework of specialized policies and procedures. Employees in this classification direct, monitor and coordinate the work of others.

• Utilizes computers and peripheral equipment to perform a variety of technical data management functions involved in the maintenance of student databases and development of various computerized records and reports
• Monitors, inputs, audits and updates a wide variety of data into assigned computer systems; establishes and maintains various automated records and files; initiates queries and develops spreadsheets; generates and prints a variety of mandated and requested computerized reports; assures accuracy of input and output data
• Compiles, assembles, and verifies data for a variety of mandated and requested computerized records and reports; analyzes and responds to data requests; prepares requests for processing; manipulates data as appropriate
• Establishes timelines and priorities for production runs and related projects; assures mandated reports are completed and distributed to appropriate agencies or staff according to timelines and procedures
• Trains and provides assistance to system users concerning system applications, operations and functions as assigned; receives and responds to user telephone calls and inquiries; provides information concerning related standards, requirements and procedures
• Provides initial technical support, troubleshoots and resolves application and data issues where necessary, assisting assigned user(s) with data management, system schedules, problems, procedures and requirements for assigned projects
• Acts as a technical liaison among SELPA MIS and/or ASD system, staff and users; communicates with department staffs, external agencies and others to request data, exchange information and resolve issues or concerns
• Composes and distributes departmental and program correspondence such as letters, memoranda, calendars, and special forms; develops, prepares, and updates user manuals, and training materials
• Operates a variety of standard office equipment including a calculator, copier and fax machine; attends and participates in a variety of meetings and in-services as assigned
• Coordinates and directs the work of system users
• Collects and compiles statistical data from assigned users for use in Special Education and Alternative Schools Departments and notifies appropriate staff of system, programming, and/or production problems impacting the accuracy or expediency of output data/reports
• Maintains and/or prepares records, reports and logs related to assigned functions
• Receives, reviews, analyzes, and verifies incoming data for accuracy and completeness, serving as final checkpoint before computer processing/submission occurs
• Reviews and monitors system(s) output, verifying for completeness and accuracy, and initiating corrections when necessary; ensures output generated meets needs of both external and internal requirements.
• Performs related duties as required.

Possession of:

A valid Class 3 California Driver's License

• Driving record that meets the insurance requirements of the County Office of Education

• Principles, methods and procedures of operating computers and peripheral equipment
• Manual instructions, sufficient to enable quick and accurate diagnosis of difficulties
• Database structures, on-line applications and system capabilities of student information systems
• Computer hardware systems and software applications utilized by the County Office of Education
• Data control procedures and data entry operations
• Record retrieval and storage systems
• Scheduling requirements of special projects and production runs
• Record-keeping and report preparation techniques
• Modern office methods, practices and procedures
• Correct English usage, vocabulary, sentence structure, grammar and punctuation

• Perform a variety of technical data management duties involved in the operation of student information systems to maintain automated records and generate a variety of computerized reports
• Initiate queries, manipulate data and develop spreadsheets
• Effectively and quickly verify the accuracy of detailed data
• Keyboard or type at a corrected rate of 50 words per minute
• Process and print a variety of computer production runs according to established procedures
• Operate a desktop computer, peripheral equipment and standard office equipment
• Communicate effectively in both oral and written form
• Organize and prioritize assigned tasks to meet established schedules, timeliness, and/or deadlines
• Remain current with end-user hardware and software products
• Direct, coordinate, monitor, and prioritize the work of others
• Quickly identify problem areas or situations, evaluate problem causes, and take appropriate action to resolve problems identified
• Perform mathematical calculations accurately
• Perform assigned functions independently
• Establish and maintain effective work relationships with those contracted in the performance of required duties.

Generally, any combination of training and experience that provides the required knowledge, abilities, and skills is qualifying. A typical method of demonstrating these qualifications would be completion of an office technology certificate program and three (3) years experience in information systems preferably working with education or student information systems.

BARGAINING UNIT: Office, Technical and Business Services (OTBS) Unit

WORKING CONDITIONS: Duties are performed in an office environment. Incumbents may be required to work a flexible schedule evening and weekend hours. Duties require incumbents to drive a vehicle to train employees at school/program sites or to participate in meetings within the county.

PHYSICAL DEMANDS: Incumbents regularly stand and sit for extended periods of time, walk short distances on a regular basis; dexterity of hands and fingers to operate a computer keyboard and other office equipment; handle and/or feel; kneeling, bending at the waist, and reaching with arms overhead, above the shoulders and horizontally, to retrieve and store files and supplies; seeing to read a variety of materials including fine print; hearing and understanding voices over the telephone and in person; must frequently lift, push, pull or carry up to ten (10) pounds and occasionally lift and/or move up to twenty-five (25) pounds.

Personnel Commission Approval: April 10, 2008