POSITION SUMMARY:
The Data Clerk III for the Division of Academics provides data interpretation, data management, information systems management, budget monitoring, document and report preparation, record/files maintenance, travel logistics, procurement, and/or other related administrative activities. A major function is performing difficult clerical work involving various technology applications, reporting and filing of important records necessary to carry-out the data acquisition and management tasks associated with the Division of Academics.
DUTIES and RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
Receives and examines reports on students in certain programs; interprets documents for data entry into various information systems including but not limited to Oracle, SchoolMax, APEX, and Certify;
Supports the Academic Officer in the administration, analysis, and management of data used to provide timely responses to information requests;
Researches, monitors and prepares statistical data, and prepares reports;
Supports and assists with the update of data for Local, State and Federal reporting;
Prepares and maintains Administrative Policy/Procedures and Office bulletins;
Presents information before an audience in both oral and written formats;
Manages website(s) for academic initiatives by providing updates and monitoring information;
Maintains office files, supplies, prepares purchase orders and disbursement authorizations; monitors budget expenditures and provides monthly reporting; confers with supervisor about the status of accounts and initiates reallocation of funds as instructed; gathers and compiles information for, and assists in preparing the annual budget request;
Determines disposition of incoming mail and other materials; prepares standard letters, inter-office forms, requisitions and drafts replies to correspondence from general instructions, administrative notes, and prior experience with the subject;
Receives and reviews correspondence directed to the Academic Officer and provides appropriate responses;
Reviews correspondence, reports and other papers as prepared for supervisor's signature to assure conformance with administrative instructions and requirements;
Answer telephone calls from the public and from school personnel; explains policies and procedures; provides technical guidance; arranges appointments and/or initiates other responsive action as appropriate;
Maintains office calendars;
Follows up on work in process to ensure timely reply or action; and,
Performs other duties as assigned.
QUALIFICATIONS:The requirements listed below are representative of the knowledge, skill, and/or ability required.
Demonstrate experience in analyzing numbers, working quickly and accurately;
Ability to collect, summarize, analyze, and present data;
Ability to research and interpret research findings, oral and written;
Ability to rapidly acquire knowledge of new data systems;
Possess good knowledge of policies, regulations, procedures, and functions of the activity to which assigned or ability to rapidly acquire such knowledge;
Ability to exercise good judgment in applying wide range of operating procedures and policies;
Ability to work under pressure and make decisions in accordance with laws, ordinances, regulations and established procedures;
Ability to meet top level officials and others with tact and diplomacy, and able to get along well with others and establish effective working relationships;
Possess advanced knowledge of Microsoft Word, Excel, and Power Point;
Ability to give high attention to details, multitask, organize, and prioritize within a fast-paced rigorous environment;
Must be results oriented with a strong sense of urgency;
Must be a self-starter, able to work well independently, with limited supervision, and able to maintain confidential information; and,
Perform other duties as assigned.
EDUCATION and/or EXPERIENCE REQUIREMENTS:
High School diploma (required) or Associate's degree (preferred) with at least three (3) years of equivalent combination of experience and training which provides the required knowledge, skills and abilities.
CERTIFICATION REQUIREMENTS:
None Required.
SUPERVISORY RESPONSIBILITIES:
No direct supervisory responsibilities.
PHYSICAL DEMANDS:
The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to stand, talk, hear, walk, sit, and use fingers, tools or controls. The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl. Specific vision abilities required by this job include close vision such as to read handwritten or typed material, the ability to adjust focus, and depth perception. While performing the duties of this job, the employee may occasionally push or lift up to 25 lbs.
WORKING ENVIRONMENT:
The work environment characteristics are representative of those an employee encounters while performing the essential functions of the job.
ADDITIONAL INFORMATION:
None.