Purpose Of Position
The Data Specialist is responsible for supporting integrity, accuracy, accessibility, and governance of data across DCIU and state-required data systems. The position ensures that student, service, enrollment, compliance, and fiscal-related data are entered, maintained, reconciled, and reported accurately and in accordance with applicable state, federal, and DCIU requirements.
Essential Functions
- Maintain, monitor, validate, and reconcile data across DCIU and external systems to ensure the accuracy, consistency, completeness, and integrity of student, service, enrollment, attendance, compliance, and program information.
- Ensure information maintained within state level data systems is accurate, current, and consistent with DCIU student information systems and other applicable program records; identify discrepancies and coordinate corrective action with appropriate staff.
- Coordinate and support the preparation, validation, reconciliation, and submission of required state Early Intervention reports and data collections, ensuring that information is complete, accurate, timely, and consistent across reporting systems.
- Develop and implement routine data-quality assurance processes, including audits, exception reports, validation checks, reconciliation procedures, and follow-up protocols to identify incomplete, inaccurate, duplicate, or inconsistent data.
- Manage data across all systems (internal and external data systems including updates to master files) for the purpose of providing supporting documentation and/or information for IU and department records.
- Work closely with the Supervisor of Information Technology and appropriate IT staff to support Program data governance, including data definitions, system integration, data ownership, access, security, quality standards, reporting structures, and consistent practices across systems.
- Collaborate with Information Technology and Department leadership to ensure data-entry forms, system configurations, automated processes, dashboards, and reports appropriately support Early Intervention operational and reporting requirements.
- Support the integrity and reconciliation of data necessary for billing, including coordination with Information Technology, Business Services, Department leadership, and other appropriate staff to ensure student, service, placement, and billing-related information is accurate across systems.
- Manage data across internal and external systems, including student information systems, state systems, reporting databases, applications, scheduling systems, attendance systems, parent portals, and other platforms utilized by the department.
- Coordinate database activities associated with student enrollment, referrals, evaluations, eligibility, IEPs, services, placements, attendance, transitions, scheduling, year-end processes, rollover processes, and other department operations.
- Monitor critical data elements and timelines to identify patterns, missing information, discrepancies, or potential compliance concerns and communicate findings to the appropriate supervisor or Department Director for follow-up.
- Provide data analyses and projections to support short- and long-range planning, including anticipated enrollment changes, Kindergarten transitions, staffing needs, classroom utilization, service patterns, and program expansion or reconfiguration.
- Collaborate with the Department leadership to ensure accurate and timely reporting across state systems and the DCIU student information system.
- Provide orientation, training, technical assistance, coaching, and ongoing support to departmental staff regarding data-entry procedures, databases, software applications, reporting requirements, and data-quality expectations.
- Lead and/or coordinate data-related projects and cross-functional initiatives involving DCIU Departments, Information Technology, Business Services.
- Maintain confidentiality and security of student and program information in accordance with applicable federal and state laws, regulations, DCIU policies, and data-governance standards.
- Perform other related duties as assigned for the purpose of ensuring the efficient and effective operation of the assigned department.
KNOWLEDGE & SKILL REQUIREMENTS:
SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill-based competencies required to satisfactorily perform the functions of the job include: applying district, state and federal policies and regulations; operating standard office equipment including pertinent software applications; accounting procedures; and preparing and maintaining accurate records.
KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; understand written procedures, write routine documents, and speak clearly; and solve practical problems. Specific knowledge-based competencies required to satisfactorily perform the functions of the job include: accounting/bookkeeping principles and budget processing;.
ABILITY is required to schedule activities; gather, collate, and/or classify data; and consider a number of factors when using equipment. Flexibility is required to work with others in a variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a wide diversity of individuals; work with a variety of data; and utilize job-related equipment. Some problem solving may be required to identify issues and select action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific ability-based competencies required to satisfactorily perform the functions of the job include: establishing and maintaining effective working relationships; maintaining confidentiality; setting priorities; meeting deadlines and schedules; working with detailed and confidential information; and adapting to changing priorities.
Education/Certification Required:
Bachelor's degree from an accredited college or university in Data Analytics, Information Systems, Information Technology, Business Administration, Education, Public Administration, or related field.
Experience Required:
- Minimum of three (3) years of progressively responsible experience involving data management, data analysis, database administration, student information systems, reporting, or related areas.
- Demonstrated experience analyzing, validating, reconciling, and reporting complex data from multiple systems.
- Experience developing reports, monitoring data quality, identifying discrepancies, and supporting data-informed organizational decision-making.
- Experience working collaboratively with program staff, leadership, information technology personnel, and/or business operations to maintain accurate data and improve data processes.
- Experience using databases, student information systems, reporting platforms, spreadsheets, and data-analysis tools.
- Experience working with Early Intervention, special education, early childhood education, intermediate units, school districts, or other educational or human-services systems.
- Experience with Pennsylvania Early Intervention data systems, including HCSIS, or demonstrated experience working with comparable state or federally regulated data systems.
Experience Preferred:
Experience developing dashboards, trend analyses, projections, and reports used to support staffing, caseload, enrollment, service delivery, and program-capacity decisions.
Knowledge of data governance principles, including data integrity, data definitions, access controls, privacy, security, and cross-system reconciliation.
Other Qualifications:
- Excellent verbal communication and problem-solving skills.
- Minimum of two (2) years of related experience.
- Computer skills including Microsoft Word, Excel, Outlook, and Internet.
- Interpersonal skills: ability to foster teamwork and motivate/coach others.
- Make optimum decisions under pressure and time constraints.