School Administrative Associate

Reports To: Principal with support from Data Integration Specialist.

Terms of Employment: Permanent, 10 + 1 month position.

Nature of Work

The School Administrative Associate performs technical-clerical work preparing and maintaining a student computer database (Powerschool) pertaining to student attendance and demographic statistics in an assigned school. Work involves utilizing specialized computer-driven file maintenance, word processing and spreadsheet programs which are part of the Student Information Management System to develop and maintain records of student attendance, class schedules, grades, demographic statistics, immunizations, etc. and preparing associated reports. Employees are responsible for reviewing forms and handwritten information, and entering data into proper computer files, often utilizing specialized codes and abbreviations; utilizing scanner devices to input data; updating files on a daily basis; printing reports; and preparing daily back-up copies of records on storage disks. Work also involves general clerical work, such as answering telephones and assisting visitors to the school office.

Qualifications and Licensure

• Associates degree, or
• 48 hours of college coursework, or
• 5 years of experience in the field
• General knowledge of PowerSchool
• Previous office experience in the educational setting, preferred

Duties and Responsibilities

• Utilizes the computerized Student Information Management System, a computer-driven system of word processing, spreadsheet and file maintenance programs, to enter, store and/or retrieve information as requested or as otherwise necessary.
• Selects data from varied sources, and summarizes information for standard reports, including preparing reports for submission to school administrators, school system administrators, and State Department of Public Instruction, as required or as requested, ensuring delivery in a timely manner; records various files on storage disks as backup copies or for delivery to appropriate officials or offices.
• Prepares and maintains computer records of daily student attendance from submitted forms; reviews late-arrival forms and reconciles with absences to create "tardy" lists; reviews check-out forms, and reconciles with absences to create "early leave" correspondence to students' parents to advise of excessive absences, absences, according to established policies,
• Prepares attendance reports and reconciles manual and computer reports monthly.
• Prepares and maintains database of student enrollment, recording such data as student's name, address, parents or guardians, sex, race, immunization record, grade of assignment, class schedule, grades, school bus assignment, lunch period assignment, medical needs, emergency contacts, etc.; records student suspensions and prepares periodic statistical reports; records students' withdrawal from school enrollment, recording reasons for withdrawal and students plans, as available, and preparing periodic statistical reports; prepares and maintains daily backup records on storage disks.
• Prepares and maintains records of exceptional students being served by school, including student's enrollment and personal data, and specific handicap(s) of individual students.
• Compares various data against data in secondary or previously used information systems and contacts officials as necessary to resolve discrepancies.
• Troubleshoots hardware and software problems and errors in computer equipment or software, determines cause of error or stoppage and applies corrective steps or standard operational techniques, in cases where stoppage can be corrected; develops remedies to identified program deficiencies or operational failures.
• Performs routine maintenance on computers and peripheral equipment.
• Attends seminars, conferences, workshops, classes, lectures, etc. as appropriate, to enhance and maintain knowledge of trends and developments in the field of database management, with specific emphasis on use of Powerschool.
• Assists teachers and principals with scheduling projects.
• Performs other duties and responsibilities as assigned by the supervisor.

Physical Requirements (if applicable)

• This work requires the occasional exertion of up to 10 pounds of force.
• Work frequently requires standing, walking and sitting and occasionally requires using hands to finger, handle or feel, stooping, kneeling, crouching or crawling, reaching with hands and arms, lifting and repetitive motions.
• Work has standard vision requirements.
• Vocal communication is required for expressing or exchanging ideas by means of the spoken word and conveying detailed or important instructions to others accurately, loudly or quickly.
• Hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or to make fine distinctions in sound.
• Work requires preparing and analyzing written or computer data.

Special Requirements (if applicable)

• Must possess excellent customer service skills.
• Must possess general knowledge of common word processing, spreadsheet and file maintenance programs.
• Must possess general knowledge of the principles of organization and administration.
• Ability to transcribe information and to prepare standardized forms, letters and reports from that information.
• Ability to operate common office machines.
• Ability to process documents such as purchase orders, invoices, etc.
• Ability to sort and distribute documents.
• Ability to maintain complete and accurate records and to develop standard reports from those records.
• Ability to respond to questions based on considerable knowledge of the department.
• Ability to understand and follow oral and written instructions.
• Ability to type accurately at a moderate rate of speed.
• Ability to establish and maintain effective working relationships as necessitated by work assignments.

DISCLAIMER

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees of this job.