Management Information System (MIS) and Student Data Clerk (Level 2) - 40 hrs/week, Administrative Center

JD328

Management Information System (MIS) and Student Data Clerk Job Description

Purpose: The MIS and Student Data Clerk will provide clerical support in the area of student data to assist with the efficient operation of the special services program. The clerk will work closely with the secretary, director and coordinators of special services.

Responsible to: Director of Special Services

Salary: District Clerical Hourly Rate Schedule, Level 2

Classification of Employment: Non-Exempt

Date: July 2019

Qualifications:

1. High school diploma or equivalent.
2. Clerical training and skills in computation and numerical work.
3. Demonstrated organizational, typing and filing skills.
4. Efficient computer skills with basic knowledge in software and applications that are required by the administration.
5. Skilled in operating office equipment including a computer, calculator, facsimile, copy machine, and typewriter.
6. Demonstrates commitment to career development and life-long learning.

Essential Functions:

1. Knowledge, Skill and Abilities

a. Ability to create and maintain accurate databases (MIS and Individual Education Plan (IEP) system). b. Possess up-to-date knowledge with respect to MIS and IEP system procedural changes and provide consultation to special services staff and administration. c. Transfer IEP system information to MIS database. d. Monitor IEPs and special education paperwork for compliance errors and consult with special services staff regarding aforementioned errors. e. Report compliance errors to Director of Special Services and/or his/her designee when special services staff fail to correct compliance errors. f. Maintain accurate record of students with disabilities who are suspended or expelled and served in alternative settings. g. Answer the telephone and serve as receptionist when necessary. h. Ability to work with minimal supervision. i. Ability to adhere to district, state and federal confidentiality policies. j. Ability to communicate effectively with patrons, school staff and administration both orally and in writing. k. Comply with all district policies, rules and regulations.

2. Physical Requirements/Environmental Conditions:

a. Requires the ability to sit and/or stand for prolonged periods. b. Requires the ability to manually move, lift, pull or push heavy objects or materials. c. Requires the ability to stoop, bend and reach. d. Must be able to work in semi-noisy and crowded environments. e. Ability to pay close attention to detail and coordinate various activities simultaneously. f. Requires regular attendance and/or physical presence at the job.

General Responsibilities:

1. Assist in answering and taking telephone messages with respect to MIS and IEP system databases.
2. Distribute incoming district and postal mail to the appropriate department or person.
3. Generate various reports derived from the MIS and IEP systems as requested by the Special Services Director.
4. Contact other school district special education offices to obtain IEP paperwork for students who transfer into Derby Public Schools.
5. Type and copy correspondence, reports, bulletins, newsletters, handbooks, special education records and other materials with respect to MIS data activities.
6. Track students with disabilities records that are listed with Social and Rehabilitation Services and Juvenile Justice Authority.
7. Attend yearly KSDE MIS mandatory training and demonstrate competency as required by the Kansas State Department of Education (KDSE) or the Director of Special Services.
8. Run reports that verify MIS data and make appropriate corrections to data before submission to KSDE.
9. Submit accurate MIS reports to KSDE on dates requested by KSDE and maintain communication with KSDE staff regarding MIS procedural changes and provide consultation to the Director of Special Services regarding MIS data changes.
10. Make copies of requested student record information sent internally and externally.
11. Activate and deactivate student records as they withdraw and re-register.
12. Create files for new special education students.
13. File Individualized Education Plans (IEP), 504 student information when necessary, and related reports and documents.
14. Record testing or placement results in the database when those results are sent to the office and share data with school psychologists when requested by the Director.
15. Adhere to all district health and safety policies.
16. Other duties as assigned by the Director of Special Services and/or his/her designee which are consistent with essential, general and qualifications for this position.