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)

Duties and responsibilities may include, but are not limited to, the following:

• Coordinates the dissemination of CDE policies and data management procedures to designated LEA’s Special Education Administrators, SELPA Executive Director and SELPA Program Directors to ensure a cohesive understanding of best data entry practices and reporting requirements.
• Works with designated LEA’s Special Education Administrators to maintain, facilitate, and monitor special education management information systems (i.e. SEIS and CALPADS) to ensure accurate data collection practices at the LEA level to meet timely compliance with reporting requirements set by the CDE.
• Works independently and/or closely with SELPA Executive Director and SELPA Program Directors to supply direct assistance to designated LEA’s Special Education Administrators.
• Coordinates the dissemination of Desired Results Access Project (DRDP) policies and data compliance requirements to designated LEA’s Special Education Administrators to ensure a cohesive understanding of timely DRDP assessment completion and reporting. And submits all yearly reporting requirements of the DRDP to CDE.
• Assist in preparation for SELPA presentations and reporting.
• Participates in SELPA and site-level meetings, to review data, data errors, compliance needs, and accuracy of regionalized services data..
• Works with SELPA Business Advisor to provide required data for various reporting and program reimbursements.
• Effectively uses word processing, databases, and spreadsheet software application programs and student program-specific information.
• Provides back-up clerical assistance, as needed
• Maintain and input SELPA pupil count data for state reporting needs.
• 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;

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.
• State requirements for special education pupil accounting systems, special education terminology, and program options/variables.
• Record-keeping and report preparation techniques, record retrieval, and storage systems.
• Education Code and other rulings governing special education data including State and District operations, policies, and procedures.
• Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
• Reading and writing communication skills.

Ability to:

• Create, update, and maintain accurate statistical files and records.
• Key and compose letters using proper English grammar and spelling.
• Perform all work with a high degree of accuracy, detecting errors in material and data being processed.
• Respond to various inquiries and communicate effectively via telephone, computer, and in person — both orally and in writing.
• Prepare clear and concise reports.
• Follow established procedures and develop more efficient procedures where needed.
• Understand and apply applicable federal, state, and local laws, codes, and regulations.
• Learn and utilize various reporting software programs.
• Have exceptional organizational skills and the ability to adapt to varying workload levels, meeting schedules and timelines.
• Retrieve and process documents through web-based systems to meet legal requirements.
• Communicate technical data processing information to district personnel.
• Work independently with minimum supervision, as well as collaboratively in a team setting.
• Analyze situations accurately and adopt an effective course of action.
• Establish and maintain effective working relationships with others.

Education and Experience

Minimum Required:

Education

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

Experience

• Possess at least two years of detailed clerical and accounting experience
• Minimum of three years of work experience with data management systems or other technician reporting duties preferred

Preferred:

• Experience with Education Setting and Student Information Systems.
• Strong technological skills, with experience working with the SEIS system, preferred.
• Bachelor’s degree in Computer Science, Information Systems or related field is highly desired.

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.
• Read and comprehend fine print such as contracts, spreadsheets, and texts.

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.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

Updated 9/3/26