Data Systems Specialist

Requirements / Qualifications Two (2) or more years of database support work in a like position and responsibilities with a minimum of direct supervision. Two (2) or more years of attendance-related experience at a school site or school district office level; Student Information System and CALPADS experience preferred. Interpersonal skills using tact, patience, and courtesy. Education equivalent to the completion of the twelfth grade. Ability to type 45 wpm SPECIAL LICENSES OR CERTIFICATES Must possess and maintain a valid California Class C Driver’s license and a satisfactory driving record. TB test clearance, and Criminal Justice Fingerprint Clearance. Comments and Other Information EMPLOYMENT STANDARDS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The knowledge and skill requirements are representative of essential duties. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position. KNOWLEDGE/SKILLS/ABILITY Knowledge of: - Comprehensive knowledge of California educational reporting structures, including CALPADS (Fall 1, Fall 2, EOY I-IV), - Familiarity with CBEDS, OPUS-CDS, and SEIS platforms. - Deep operational understanding of state attendance accounting practices for P1, P2, and Annual Attendance Reporting. - Understanding of complex education laws, rules, and district policies to apply them with sound judgment. - Absolute commitment to discretion and confidentially when handling sensitive student and personnel information in accordance with FERPA guidelines. - Demonstrated mastery of the SchoolWise Student Information System. - Proficiency in Microsoft Office applications (particularly Excel skills for data extraction and importing). - Technical aptitude to quickly diagnose and resolve database user issues. - Competence in general office practices, equipment usage, and precise mathematical computations. - Mastery of business English, professional letter writing, and professional telephone techniques. Ability to: - Perform complex technical tasks and manage multiple high-stakes projects independently. - Capacity to work efficiently under pressure with minimal direction amid constant interruptions. - Exceptional interpersonal skills to build effective working relationships with District Administration, District Office staff, site Secretaries, parents, guardians, and district families. - Consistent demonstration of tact, patience, courtesy, and discretion in all interactions. ESSENTIAL FUNCTION OF THIS POSITION: - Assists users in resolving related technical problems regarding the District Student Information System; - Enter or oversee the entry of new data into databases; - Monitor and maintain District attendance records to accurately report the P1, P2, and Annual Attendance Reports; - Prepare reports from databases as required by District staff and mandated in Federal and State programs; - Instruct District personnel in data entry policies and procedures at all District Sites, traveling between sites as needed; - Use manual or automated techniques to enter data into databases; - Consult with District Administration to develop efficient mechanisms for gathering and compiling data; - Generate a variety of reports from District databases as required; - Assist with integrating and standardizing data related to the District Student Information System; - Train District staff on SchoolWise SIS and all related components; - Maintain accurate information in the District Student Information System; - Maintain CALPADS and submit data uploads, resolve issues/errors, and coordinate data collection for submissions of state-mandated district reporting for CALPADS Fall 1, Fall 2, and End of Year I-IV, and other State and Federal requirements, ensuring accuracy and integrity. - Generate information, statistics, and reports as requested according to established timelines; - Submission of CBEDS data to the California Department of Education; - Acts as District’s Physical Fitness Coordinator; o Coordinates state, federal, and district mandated testing within the district o Create and maintain rosters for administrators and teachers to input students’ scores/performances - OPUS-CDS (Update District/School Data); - Civil Rights Data Collection (CRDC) – Federally Mandated District and School Reporting; - Ordering Annual Notifications to Parents and Students; - Track suspensions for EOY reporting in CALPADS; - Reconcile and submit attendance accounting reporting: P1, P2, and Annual; - Enroll students in ELOP, create ELOP attendance rosters, input ELOP attendance and snacks into SchoolWise SIS daily - Compile data for Homeless/Foster Youth Reporting; - Website postings and maintenance; - Prepare SchoolWise SIS online student enrollment and registration packet - Coordinate with LCOE technology department on software program syncs; - Maintain accurate SchoolWise SIS data, serving as the primary lead for staffing updates, teacher class assignments, student course enrollments, and program tracking; - Process alternate income forms and housing questionnaires; - Manage the CEP application and renewal process; - Compile direct certification data and foster youth data monthly; - Administer the SUN Bucks (Summer EBT) program, ensuring the processing of Universal Benefit Applications (UBAs), checking Alternative Income Form alignments, and updating accurate student mailing addresses for card issuance; - Prepare and administer the annual SUN Bucks verification report, including auditing the federally mandated sample pool of approved applications, gathering household documentation, and uploading final results to state data collection portals; ADDITIONAL DUTIES - Greet visitors, provide information, and direct them to the appropriate party. - Work collaboratively with the public and participate in designated committees when required. - Exercise high levels of discretion and sound judgment when discussing issues with the public and fellow employees. - Compose professional documents, including specialized reports and formal business letters. - Perform special studies and prepare detailed reports aimed at staff or procedural improvement as assigned. - Maintain rigorous internal auditing practices and ensure precise record-keeping procedures or techniques. - Assist with document preparation for annual financial audits and compile other compliance documentation as needed. - Attend and actively participate in mandatory meetings, instructional trainings, and a variety of professional development activities. - Perform other related duties as assigned. PHYSICAL REQUIREMENTS Incorporated within one or more of the previously mentioned essential functions of this job description are the following essential physical requirements. 1. Seldom = Less than 25% 2. Occasional = 25 – 50% 3. Often = 51 – 75% 4. Very Frequent = 76% 4 Ability to work at a desk, conference table or in meetings of various configurations. 3 Ability to stand for extended periods of time 4 Ability to see for purposes of reading printed matter. 4 Ability to hear and understand speech at normal levels 4 Ability to communicate so others will be able to clearly understand normal conversations. 3 Ability to bend and twist, stoop, kneel, run and crawl. 2 Ability to lift 50 pounds. 2 Ability to carry 25 pounds. 4 Ability to operate office equipment including computers and printers. 4 Ability to reach in all directions.