C. A. JOHNSON HIGH
Richland County School District One, South Carolina
Classification Description Classification Title: Database Specialist
FLSA Status: Non-Exempt
Salary Range: $28,268.30 - $42,393.96 General Statement of Job
Under occasional supervision, maintains an accurate database for district, state and federal funding and other reports. Performs other secretarial and clerical duties of moderate variety and complexity. Reports to the immediate supervisor as assigned.
Specific Duties and Responsibilities
Prepares, enters and maintains computerized pupil accounting systems and student accountability systems for district, state and federal funding purposes.
Gathers and enters into computer all information that is essential to student information and record keeping, including attendance, enrollment and withdrawal records, class schedules, school calendar, class rosters, report cards and grades, honor rolls, progress reports, discipline, and standardized test scores etc.
Transmits funding reports electronically.
Backs up computer database and file servers daily.
Maintains complex filing system and students' permanent and BSAP files; provides copies of student records to other schools as appropriate.
Enters and prints student class schedules and report cards.
Researches, gathers and organizes pertinent data from files and documents and from outside sources for use in generating reports for the supervisor, District and Department of Education.
Composes and/or types memos, letters and reports for signature of supervisor.
May conduct receptionist or general clerical and secretarial functions, including answering phones, copying and filing correspondence and other documents, processing various forms and applications, collating materials, processing mail, and ordering supplies.
Writes petitions for court.
Contacts parents regarding children's absences on a daily basis.
Maintains and updates textbook requisition and inventory management system.
Receives, reviews, prepares and/or submits various records and reports, including student records, attendance reports, enrollment records, special and routine reports, requisitions, supply forms, memos, and correspondence.
Interacts and communicates with various groups and individuals, such as the immediate supervisor, other District administrators and staff, school administrators and staff, co-workers, student aides, students, parents, sales representatives, and the general public.
Complies with all federal laws, state statutes, Board policies, administrative rules, and directives.
May supervise student assistants and office clerks.
Assists with health room and other school duties as needed.
Performs related duties as required.
Minimum Education and Training
Requires a high school diploma supplemented by two years of secretarial experience, or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities. Must be able to type rapidly and accurately.
Minimum Qualifications and Standards Required
Must be physically able to operate a variety of machines and equipment, including a computer, basic office equipment, telephone, etc. Must be able to exert up to five pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time, but may involve walking or standing for periods of time. Must be able to lift and/or carry weights of five to ten pounds.
Requires the ability to compare and/or judge the readily observable functional, structural or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things.
Requires the ability of speaking and/or signaling people to convey or exchange information. Includes receiving assignments and/or direction from supervisors and giving assignments and/or direction to assistants.
Requires the ability to read a variety of policies and procedures, computer manuals, reference materials, etc. Requires the ability to enter data into the computer and prepare student records, correspondence, reports, purchase orders, etc., with proper format, punctuation, spelling and grammar, using all parts of speech. Requires the ability to speak with and before others with poise, voice control and confidence.
Requires the ability to apply rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists, and to interpret a variety of instructions furnished in written, oral, diagrammatic or schedule form. Requires the ability to learn and understand principles and techniques; to make independent judgments in absence of supervision, and to acquire knowledge of topics related to primary occupation. Must have the ability to comprehend and interpret received information and to understand and implement basic office machinery functions.
Requires the ability to record and deliver information, to explain procedures, to follow verbal and written instructions. Must be able to communicate effectively and efficiently with persons of varying educational backgrounds and in a variety of technical and/or professional languages.
Requires the ability to add and subtract totals, to multiply and divide, to determine percentages and decimals, and to determine time. Must be able to use practical applications of fractions, percentages, ratio and proportion.
Requires the ability to inspect items for proper length, width and shape, and visually read various information.
Requires the ability to coordinate hands and eyes using office machinery.
Requires the ability to handle a variety of items, keyboards, office equipment, control knobs, buttons, switches, catches, etc. Must have minimal levels of eye/hand/foot coordination.
Does not require the ability to differentiate colors and shades of color.
Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress when confronted with emergency situations or tight deadlines.
Requires the ability to talk and/or hear (talking: expressing or exchanging ideas by means of spoken words; hearing: perceiving nature of sounds by ear).
Performance Evaluation Criteria
Has thorough knowledge of the methods, procedures and policies of the District as they pertain to the performance of duties of the Database Specialist. Has knowledge of the laws, ordinances, standards, and regulations pertaining to the specific duties and responsibilities of the position. Has knowledge of the organization of the District and of related departments and agencies. Is able to comprehend, interpret, and apply regulations, procedures, and related information. Has thorough knowledge of modern office practices, procedures, and of business English and arithmetic. Is able to type and enter computer data with speed and accuracy. Is skilled in applying a responsible attention to detail as necessary in preparing reports and correspondence. Is able to read and interpret professional, technical, and financial documents and related materials pertaining to the responsibilities of the job. Is able to maintain records with accuracy and confidentiality. Has knowledge of the basic principles and practices of bookkeeping. Is skilled in the use of computers for data processing, word processing, and records management. Has knowledge of how to operate and maintain a variety of office equipment as necessary in the performance of daily activities. Is able to maintain program standards/programming integrity. Has skills in the development of new computer programs, program documentation, logical flow charts, etc. Knows how to review and analyze operations in order to determine/recommend upgrades/modifications. Has the ability to provide instruction and/or assistance to system users. Is capable of performing minor repairs and installing and setting up new computer equipment. Is able to offer assistance to co-workers and employees of other departments as required. Is able to use independent judgment as needed in performing routine and non-routine tasks. Is able to take the initiative to complete the duties of the position without the need of direct supervision. Has knowledge of the terminology and various professional languages used within the department. Has knowledge of how to maintain effective relationships with personnel of other departments, professionals, and members of the public through contact and cooperation. Has knowledge of how to react calmly and quickly in emergency situations. Is able to plan, organize, and prioritize daily assignments and work activities. Has good organizational, technical, and human relations skills. Is able to learn and utilize new skills and information to improve job performance and efficiency.
Quality of Work:
Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interaction with all District departments and divisions, co-workers and the public.
Quantity of Work:
Performs described "Specific Duties and Responsibilities" and related assignments efficiently and effectively in order to produce quantity of work which consistently meets standards and expectations of the District.
Assumes responsibility for completing assigned work. Completes assigned work within deadlines in accordance with directives, District policy, standards and prescribed procedures. Remains accountable to assigned responsibilities in the technical, human and conceptual areas.
Attends and remains at work regularly and adheres to District policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time-off requests.
Initiative and Enthusiasm:
Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities, and accountability. Strives to anticipate work to be done and initiates proper and acceptable direction for the completion of work with a minimum of supervision and instruction.
Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur, and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice where appropriate and researches problems, situations and alternatives before exercising judgment.
Accepts supervisory instruction and direction, and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences are justified (i.e., poor communications, variance with District policy or procedures, etc.). Offers suggestions and recommendations to encourage and improve cooperation between all staff persons and departments within the District.
Shares knowledge with managers, supervisors and staff for mutual and district benefit. Contributes to maintaining high morale among all District employees. Develops and maintains cooperative and courteous relationships with department employees, staff and managers in other departments, representatives from organizations, and the public so as to maintain good will toward the District and to project a good district image. Tactfully and effectively handles requests, suggestions and complaints from other departments and persons in order to maintain good will within the District. Emphasizes the importance of maintaining a positive image within the District. Interacts effectively with higher management, professionals and the public.
Coordination of Work:
Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of elements of work and establishes a personal schedule accordingly. Attends required meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules.
Adheres to all safety and housekeeping standards established by the District and various regulatory agencies. Sees that standards are not violated. Maintains a clean and orderly workplace.