Family Engagement Data Specialist

Position Purpose
The Family Engagement Data Specialist participates in all programmatic and educational delivery stages, from conceptualizing, planning/deliberating, and training to implementation, data analysis/collection/managing, program evaluation, and bookkeeping. This position is responsible for financial accounting and specialized fiscal work, including presenting the school's financial position through processing records and documents. This position also performs duties as necessary to coordinate student support programs; plan and implement parent outreach efforts; develop and maintain parental resources; assist school staff in planning and carrying out parent/community outreach efforts; provide parenting and referral information for parents and generally work closely with families. Work involves monitoring and tracking student progress, supporting the efforts of the lead teachers, meeting the needs of all students, and providing quality instruction for all students. In addition, it may assist students with one-on-one academic and behavioral problems and lead small group activities. Work also involves utilizing specialized computer-driven file maintenance, word processing, and spreadsheet programs that are part of the student information system to develop and maintain student data records (attendance, class schedules, grades, demographic statistics, immunizations, etc.) This position includes the more complex student applications and the role of technical support in using the electronic gradebook program and computer networks. It requires substantial knowledge of student accounting procedures and regulations, source data, and the functionality of the student information system to support school operations and to effectively generate federal, state, and local electronic files. Also responsible for reviewing forms and handwritten information, entering data into proper computer files, utilizing specialized codes and abbreviations, utilizing scanner devices to input data, updating files daily, printing specialized reports, and preparing daily backup copies of records on flash drives or other secure storage means. May also be responsible for installing computer software and troubleshooting errors or other operational problems with computers and peripheral equipment. Work may also involve general daily operations work, such as answering the telephone and preparing various correspondence/forms, as well as general office assistance duties that involve the support of an office operation, program, or work group. Work may include providing direct support to an administrator or administrators.

Minimum Qualifications, Knowledge, Skills, And Abilities

• Advanced knowledge of accounting procedures and budget analysis
• Advanced ability to create computer spreadsheets and reports
• Thorough understanding of bookkeeping terminology, methods, procedures, and equipment
• Considerable knowledge of computer-related operations associated with the student information management system and the electronic grade book programs used by the district
• Working knowledge of computer technology, computer operations, and peripheral equipment
• General knowledge of standard software packages such as word processing, spreadsheet, and file maintenance programs
• Considerable knowledge of the student information maintained at the school site
• General knowledge of the principles of organization and administration
• Ability to transcribe information and prepare standardized forms, letters, and reports from that information
• Ability to operate a computer and standard office machines
• Ability to troubleshoot standard hardware and software problems
• Ability to perform routine maintenance on computer equipment
• Ability to maintain complete and accurate records and to develop standard reports from those records
• Ability to respond to questions based on considerable knowledge of the school
• Ability to understand and follow oral and written instructions
• Ability to type accurately at a moderate rate of speed
• Ability to establish and maintain effective working relationships as necessitated by work assignments
• Ability to motivate students
• Ability to exhibit empathy and patience, especially with older students with unconventional learning needs
• Ability to establish and maintain effective working relationships as necessitated by work assignments.
  
  

Education, Training, And Experience

• Bachelor's Degree from an accredited institution in business, accounting, school core content areas, or related field.
• The ability to handle multiple tasks simultaneously
  
  

Certification And License Requirements

• Must possess a valid driver's license issued by the NC Department of Motor Vehicles
  
  

Preferred Qualifications

• Minimum of five (5) years experience in data management or the equivalent experience with a computer system that requires knowledge of editing and completing source data
  
  

Essential Duties And Responsibilities

• Utilize the computerized student information system, a computer-driven system of word processing, spreadsheet, and file maintenance programs, to enter and retrieve information as requested or necessary.
• Prepare and maintain computer records of daily student attendance, utilizing a computer-driven scanner to enter data from submitted forms; review late arrival forms and reconcile them with absences to create "tardy" lists.
• Review check-out forms and reconcile them with absences to create "early leave" lists.
• Enter codes into files to indicate individual students' excuses for absences.
• According to established policies, prepare correspondence with students' parents/guardians to advise them of excessive absences.
• Prepare attendance reports and reconcile manual and computer reports monthly.
• Prepare and maintain a student enrollment database, recording data such as the 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.
• Record student suspensions and prepare periodic statistical reports based on information.
• Record student withdrawal from school enrollment and courses, recording reasons for withdrawal and student's plans, as available
• Prepare periodic statistical reports associated with withdrawals
• Prepare and maintain daibackupkup records on flash drives or other secure method
• Prepare and maintain records of exceptional students being served by the school, including student enrollment and personal data, and specific handicap(s)/disability(ies) of individual students
• Maintain computer records of students' scores on state-mandated tests and standardized assessments; provide files to be used for school accountability
• May compare various data against data in secondary or previously used information systems, contacting such officials as necessary to resolve discrepancies
• Troubleshoot hardware and software problems and errors in computer equipment or software, determine the cause of error or stoppage and apply corrective steps or standard operational techniques in cases where stoppage can be corrected; develop remedies to identified program deficiencies or operational failures
• Select data from varied sources and summarize information for standard reports, including preparing reports for submission to building administrators, school system administrators, and NCDPI as required or requested; ensure delivery promptly
• Record various files on flash drives or another secure storage methobackupackup copies or for delivery to appropriate officials or offices
• Provide information to parents about the school's procedures and instructional programs as well as resources available to them throughout the school system and community
• May serve on various school and school system committees, attend meetings, and participate in other activities of such groups as appropriate
• Attend 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 student information system
• Work directly with the principal to develop a budget for fiscal yeaPrincipalvide principal with monthly reports
• Perform adPrincipalheduling that includes assisting administrators in the scheduling process; ensuring accuracy in data builds; identifying solutions to being less than 100 percent scheduled; identifying course changes where complications exist; identifying where additional teachers may be needed based on student course selections; and identifying conflicts in scheduled class times.
• Attend monthly meetings as the Principal requires and provide an up-to-date budget in principal and reports.
• Audit all club and class activity accounts and other related accounts when needed.
• Maintain appropriate contact with school personnel, parents, students, and vendors.
• Prepare appropriate records for the annual audit.
• Record receipts and disbursements on computer accounting program as well as tracking in Excel
• Prepare and transport daily deposits to the bank.
• Reconcile canceled checks with bank statements and verify bank balance with statements.
• Prepare monthly bank reconciliation and financial statement reports and reconcile monthly draw reports.
• Maintain and keep up-to-date information for outstanding obligations and report this to the Finance Department.
• Monitor staff regarding financial procedures as needed
• Receive all school materials and distribute them to the appropriate location
• Handle any discrepancies or returns with the vendors
• Oversee field trip planning, process contracts, receive monies, and disburse checks as necessary
• Maintain records of all field trips
• Prepare Fiscal Notes for the finance office and maintain contract logs
• Maintain current W-9 information and report this list yearly to the school system Finance Office
• Check each student withdrawal for lost or damaged books or any outstanding obligations and sign each withdrawal
• Maintain fixed asset report for the school system Finance Office
• Coordinating systemic approaches to family engagement across all programs, rooted in OCS and carried out through Partnership Academy.
• Using community assessment data and families' feedback to tailor services to meet PA family's evolving needs
• Monitoring family engagement program data - performing trend analysis within and across programs - to ensure regulatory consistency of high-quality service delivery.
• Assisting in recruiting parent and community volunteers to serve on the PA Advisory Board, the School Improvement Team, and other school/community activities.
• We notify parents and community members about fundraiser opportunities (e.g., box tops for education and various education initiatives at retail stores (Food Lion, Target, Harris Teeter, Weaver Street Market, etc.).
• Prepare and present programs to educate parents about available resources to support their children's school success.
• Build rapport and friendship with assigned students, and assist and advise in classwork, homework, attendance, social interaction, etc., as appropriate.
• Build rapport with students' parents or guardians to encourage trust and to graduate from high school.
• Establish parent contacts, parent meetings, and information sessions to encourage parental support of their students.
• Develop and maintain resources for parents and provide parenting and referral information.
• Collaborate with social workers, counselors, and teachers to organize parent workshops, community teambuilding events, and information sessions in the community and at the school.
• Survey parents to understand their needs and use the data to determine specific resources to make available to them.
• Perform other duties as assigned by the Principal.