LEVEL III SECRETARY- STUDENT DATA COORDINATOR DISTRICT OFFICE 260 DAYS - 8 HRS PER DAY JOB SUMMARY DESCRIPTION

Under the direction of the Assistant Superintendent of Teaching & Learning perform responsible and complex duties to support the operation of the Skyward Student Management System, OPSI's Educational Data System Security, and OSPI's Comprehensive Education Data and Research System (CEDARS). Under the direction of the Director of Finance, responsible for District Enrollment, Free and Reduced Meal Applications & Verification, Impact Aid, and the Civil Rights Data Collection.

ESSENTIAL FUNCTIONS

Skyward Student Management System District Contact/Coordinator:

• District Contact to provide the essential communication link between the District and ESD for the Skyward Student Information System. District Data Security Manager for all district Skyward Student Information System users. Provide advanced-level system troubleshooting of data and business processes within the Skyward Student Information System. Provide applications training and technical assistance to district staff with processes and procedures for handling data related to Skyward. Monitor Skyward version updates and bug fixes. Attend meetings and trainings as required to keep up with changes in the software; makes recommendations to management based on Skyward logic and identified business needs. Identify, analyze and document usage problems and deficiencies in software; submit electronic tickets for needed system fixes; work with ESD staff to correct problems; ensure issues are resolved in a timely manner. Stay current on new state requirements that affect how data needs maintained in Skyward to comply with state regulations. Analyze, create and assist staff in developing reports and data extracts to support school and department data needs. Coordinate and maintain system configurations and security settings including year-start and year-end processes. Respond to user inquiries and requests for information. Participate in department/team meetings, discussions, committees and working groups. Communicate with parents regarding Skyward Family Access problems or questions. Attend meetings with school secretaries and business office staff as appropriate for uniformity in OSPI reporting requirements and processes to respond consistently to Skyward system changes.  Assist in working with third party database vendors.

Educational Data System/CEDARS Coordinator:

District Data Security Manager for all district Educational Data Systems users. Manage PASD organization and directory information. Process State Student Identifiers (SSID) matches through OSPI on a weekly basis via bulk file submissions from Skyward to CEDARS. Validate all SSIDs to ensure students are assigned only one SSID. Request SSID merge and split requests as needed. Review all weekly

OSPI CEDARS

data collections and work with building staff to correct errors in a timely manner. Coordinate CEDARS reporting with assessment coordinators. Process Non-Standard CEDARS submissions when required and assist building staff with annual

P210 & P21 0V

reporting. Review all CEDARS student data reports (Enrollment, LAP, Title, Homeless, Free/Reduced, etc.) for accuracy. District Enrollment Coordinator (P223, P223H, P223S, ALE): • Collect monthly enrollment reports from each school, run necessary reports and review warnings and exceptions to validate data. Complete Board Enrollment Report, FTE Report, K-3 Class Size Report, and Free/Reduced Meal Report for business manager. Enter district enrollment information in SAFS. Run edits and provide OSPI with explanations of any discrepancies. Enter new bilingual student data, run monthly Bilingual Report- verify accuracy with district liaison. Assist with OSPI Bilingual data and reporting.

PPPooosssiitititioioonnn OO Opppeeennniininnggg Free & Reduced Meal Applications & Verifications:

•Prepare annual FARMA letters and applications for households. Receive, review, and process applications to determine eligibility, produce eligibility and follow up letters and file applications. Contact households when necessary to; verify data. Complete and submit Verification Summary Reports to Child Nutrition Services. Process F ARMA Direct Certification downloads from OSPI on a monthly basis. Match students as necessary. Maintain all documentation for annual audits. Maintain knowledge of annual reporting requirements by attending ESD and OSPI workshops and webinars, review OSPI bulletins and memos. Meet annual training requirements mandated by Child Nutrition Services.

Impact Aid:

Prepare and process Impact Aid letters and reports. Create and run district lists for student enrollment verifications. Coordinate with government agencies for verification of information. Provide district business manager with Impact Aid table totals.

Civil Rights Data Collection :

bi-annual reporting Via Skyward and manual entry, collect and report all data required for the CRDC; Enrollment Demographics, Prekindergarten, Math & Science Courses, Advanced Placement, SAT/ACT, Discipline, Attendance, Student Retention). Plan and prepare for changes to CRDC student data reporting requirements one year in advance of the collection due date. Update course associations, discipline codes, attendance codes, as needed. Communicate reporting requirements and changes to district administrators and building staff to help ensure accurate data. Setup LEA and school characteristics, extract, verify and maintain data. Attend ESD training classes as required. Work closely with HR and Fiscal staff to ensure deadlines are met. Truancy  Assist the assistant superintendent with district/state truancy procedures at the building and district level including, but not limited to:  Reviewing and sharing OSPI updates/guidelines with building staff,  Preparing letters, court documents (truancy/contempt), monthly attendance summaries  Make entries in Skyward to track attendance/community engagement board (CARES Team)/Truancy Court petitions,  Attend weekly court sessions as the district representative  Collaborate with truancy court staff, district navigators, and

PASD SRO

as needed.  Scheduling and documentation of meeting with CARES team.  Supporting all school secretaries as needed, to follow up on attendance and truancy issues. General Office Duties • Assist and work positively with co-workers, administrators, building staff and possess the ability to handle stressful situations. Must be able to assure/maintain confidentiality of information. Routine typing, photocopy, and other clerical tasks. Other duties as assigned. Maintains Technical Knowledge By • Attending educational workshops offered by the school district and other outside agencies. Searching for educational workshops offered outside the district and seeking authorization to attend. Reviewing publications as provided by the district, ESD, and OSPI. Knowing up to date emergency information.

MENTAL DEMANDS

 Requires organization and time management; requires concentration; exposed to frequent interruptions; requires adaptability and flexibility in working with different students, staff, parents, and community members; requires effective decision-making and problem-solving; requires substantial self-discipline in behavior and attitude. Requires dealing with difficult, upset, or angry individuals on occasion.

PHYSICAL DEMANDS

 May be exposed to visual display terminal for prolonged periods; may require prolonged standing or sitting; while performing the duties of this job, the employee is regularly required to sit, stand, walk, lift, carry, stoop, kneel, talk and hear.  Responding to stressful situations appropriately.  Attendance and punctuality are essential functions of the position.  All positions are on site and in person only.

MINIMUM QUALIFICATIONS

Minimum high school business curriculum, plus additional college or business school experience. Advanced skills in English grammar and composition, accurate typing, data entry, record-keeping, and basic accounting. Excellent organizational skills. Ability to handle multiple tasks simultaneously. Knowledge of Microsoft Office and Excel programs (Familiarity with advanced computer technology, Outlook, Access and database management preferred.) Must have a calm and cordial manner with the public, in person and on the telephone. Ability to maintain confidentiality, attention to detail, and work under time-pressure.

CONDITIONS/ACKNOWLEDGMENT

This job description is intended to provide an overview of the requirements of the position. As such, it is not necessarily all inclusive, and the job may require other essential and/or nonessential functions, tasks, duties, or responsibilities not listed herein. Additions or changes to this job description may be made by the District as needed and are allowed by the Bargaining Agreement. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Wages - Level III Student Data Coordinator $29.56 to $36.64 Depending upon School District Employment Benefits - Medical, Retirement, Basic Life/AD&D, Basic Long-Term Disability, FSA & HSA. Any employee anticipated to work at least 630 hours in the school year is eligible for benefits. To apply, visit our website at: https://portangelesschools.org/. Only complete applications will be considered. If needing assistance, call HR at (360) 565-3729. PASD Non-Discrimination Statement Port Angeles School District is an Equal Opportunity Employer Port Angeles School District does not discriminate in any programs or activities on the basis of sex, race, creed, religion, color, national origin, age, veteran or military status, sexual orientation, gender expression or Identity, disability, or the use of a trained dog guide or service animal and provides equal access to the Boy Scouts and other designated youth groups. The following employees have been designated to handle questions and complaints of alleged discrimination:

Title IX Coordinators, Civil Rights Compliance Coordinators:

Scott Harker, 905 W 9th St. Port Angeles, WA 96363, (360) 457-8575, sharker@portangelesschools.org, for Section 504/ADA Coordinator, Michaela Clancy, 905 W 9th St. Port Angeles, WA 98363, (360) 457- 8575,mclancy@portangelesschools.org. The Port Angeles School District will also take steps to assure that national origin persons who lack English language skills can participate in all education programs, services and activities. For information regarding translation services or transitional bilingual education programs, contact the Deputy Associate Superintendent located at 905 W 9th St, Port Angeles, WA 98363, 360-457-8575.