Data Manager & Receptionist; 10 Month

An employee in this class performs technical-clerical work preparing and maintaining a variety of computer databases pertaining to student attendance and demographic statistics in an assigned school. Work involves utilizing specialized computer-driven file maintenance, word processing, and spreadsheet programs which are part of the Student Information Management System to develop and maintain records of student attendance, class schedules, grades, demographic statistics, immunizations, etc., and preparing associated reports. The Data Manager 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 daily; printing reports; Work also involves general clerical work, such as answering telephones and assisting visitors to the school office., Utilize the computerized Student Information Management System, a computer-driven system of word processing, spreadsheet, and file maintenance programs, to enter, store and/or retrieve information as requested or as otherwise necessary.

• Selects data from varied sources, and summarizes information for standard reports, including preparing reports for submission to school administrators, school system administrators, and State Department of Public Instruction, as required or as requested, ensuring delivery in a timely manner; records various files for delivery to appropriate officials or offices.
• Prepares and maintains computer records of daily student attendance from submitted forms; reviews late-arrival forms and reconciles with absences to create “tardy” lists; reviews check-out forms, and reconciles with absences to create “early leave” correspondence to students’ parents to advise of excessive absences, absences, according to established policies
• Prepares attendance reports and reconciles manual and computer reports monthly. Prepares and maintains the database for student enrollment, recording such data as student’s name, address, parents or guardians, sex, race, immunization record, grade of assignment, class schedule, grades, school bus assignment, lunch period assignment, 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 daily backup records on storage disks.
• 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 the use of the SIMS system.
• Assists teachers and principals with scheduling projects.
• Screens office visitors and telephone callers
• Registers enroll, and withdraws students
• Assists in a variety of school operations; performs special projects and assignments as requested, and prepares reports
• Responds to general inquiries or requests
• Gather, assembles, and summarizes information and data
• Sorts and delivers mail to employees
• Uses general office machines such as copiers, calculators, etc
• Ability to maintain confidentiality
• Verifies others’ accounting of money.
• Sets up and maintains files for a limited number of subjects.
• Keyboards materials from exact copy with proficiency.
• Keyboards materials from rough copy or brief notes into draft form
• Screens inquiries to identify simple ones to answer and ones to refer to another staff member.
• Greet public
• Distribute faxes received
• Other duties as assigned by the principal

Physical environment 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.

• Must be physically able to operate a variety of equipment including computers, copiers, etc.
• Must be able to exert up to 15 pounds of force occasionally; and/or a negligible amount of force constantly to lift, carry, push, pull, or otherwise move objects.

• Must have a high school diploma
• Preference is given to an Associate’s degree in secretarial science and/or bookkeeping; or an equivalent combination of education, training, and experience that provides the knowledge, skills, and abilities required to perform the job functions.
• Evidence of good written and spoken communication skills.
• Ability to effectively present information in one-on-one and small group situations
• Ability to write simple correspondence, * Must be adaptable to performing under stress and when confronted with emergency situations. There may be changing priorities and interruptions during the workday.
• Requires the ability to compare and/or judge the readily observable, functional, structural, or composite characteristics of people or things.
• Requires the ability to speak and/or signal people to convey or exchange information. Includes giving instructions, assignments, or directions to students.
• Requires the ability to prepare correspondence, reports, forms, evaluations, policies, etc. using prescribed formats.
• Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts, and draw valid conclusions; to interpret an extensive variety of technical instructions in mathematical or diagrammatic form.
• Requires the ability to record and deliver information, explain procedures, to follow oral and written instructions.