Position Summary

Under immediate supervision of the SELPA Executive Director, this position will obtain CALPADS Special Education student data, providing assistance as a liaison to the local education agencies (LEAs) and enter data in preparation for state reporting and program reimbursements; obtain special education pupil count data from all the local educational agencies in order to submit the collected data to California Department of Education and prepare required state reports; maintain auditable records; act as a back-up receptionist for the SELPA office and perform related work as required. This is a ten-month (216 day) position.

Distinguishing Characteristics

The Data Management Technician is a mid-entry level position that has highly-developed computer/data entry skills enhanced by the knowledge of terminology, practices and policies of Special Education reporting.  The position is distinguished by its administrative support, expertise in data systems and reporting, including data storage and retrieval.

Supervision Received and Exercised

This position is under the supervision of the Executive Director for Humboldt – Del Norte SELPA.

Examples of Duties and Responsibilities (Examples of Essential Job Functions)

• Maintain and input SELPA pupil count data;
• Work with Information Network Service personnel to adjust the pupil count software to comply with State required reporting and maintain student count for the SELPA;
• Submit the required state reports;
• Assist the LEAs with regards to gathering fiscal data for reporting and program reimbursements;
• Back-up in clerical area;
• Assist in preparation for SELPA presentations and reporting, in addition to other jobs as assigned by SELPA Executive Director.

Qualifications (aka Employment Standards)

Knowledge of:

• Methods, practices and terminology used in attendance and statistical clerical work;
• Computer equipment software used in data entry and reporting preparation (e.g., EXCEL, CALPADS, SEIS);
• Modern office terminology, procedures and equipment;
• Telephone etiquette, multi-line techniques and procedures.

Ability to:

• Create, update and maintain accurate statistical files and records;
• Key and compose letters;
• Spell and use proper English grammar;
• Perform work with a high degree of accuracy;
• Communicate with the public with tact and courtesy;
• Respond to various inquiries;
• Follow established procedures and create more efficient procedures where needed;
• Learn to operate various office equipment;
• Learn various reporting software programs;
• Follow oral and written directions and be highly organized;
• Input data accurately and efficiently;
• Read and comprehend fine print such as contracts, spreadsheets and texts;
• Ability to work independently, with minimum supervision as well as collaborate with others in a team setting;
• Communicate effectively via telephone, computer modem and in person.

Education, Experience and Requirements

Minimum Required:

Graduation from high school or comparable demonstration of basic competence equivalent to graduation from high school;

Possess at least two years of detailed clerical and accounting experience;

Preferred:

Experience with Education Setting and Student Information Systems.

Working Conditions (Work Environment)

• Positions in this classification work indoors and sit for long periods of time;
• The position requires daily oral communication in person, virtual, on the telephone and frequent use of email and messaging communication systems.

Physical Demands

While performing the duties of this job, the employee is required to

• Stand, sit, talk, hear and use hands and fingers to operate a computer and telephone keyboard, reach, stoop and kneel;
• Work in a space with moderate noise (i.e. business office with computers, phone and printers, light traffic);
• Work in a confined area;
• Sit at a computer terminal for an extended period of time;
• Use close vision for computer work;
• Lift items that are light to moderate weight.

Other Requirements

• Must be fingerprinted and a satisfactory Department of Justice records check must be received by HCOE prior to employment.
• TB testing and/or risk assessment will be required upon employment.
• Must pass a pre-employment physical (if applicable).
• May be required to obtain first aid and CPR certificates within the first 6 to 12 months of employment.
• May be required to drive with or without students; some positions may require a California driver’s license, proof of insurance and possible participation in the DMV Pull Notice Program once employed.

Range 4 (Reclassified from Range 37)
Personnel Commission Approved: 04/19/2022