Description
BASIC FUNCTION: Under general supervision, the Specialist, Community Schools and Student Services (CSSS) Data and Systems Management, provides data management and technical support for assigned departmental grants and programs. The CSSS Specialist performs within a broad framework of specialized policies and procedures to plan, manage and support technical systems and programs for the department, including systems used for partnership programs. The CSSS Specialist implements and maintains data collection, special projects, reporting systems, department procedures, information systems and software systems related to assigned programs.
REPRESENTATIVE DUTIES: (Incumbents may perform any combination of the essential functions shown below. This position description is not intended to be an exhaustive list of all duties, knowledge, or abilities associated with this classification, but is intended to reflect the principal job elements accurately.)
ESSENTIAL FUNCTIONS:
Database
- Provide technical support to program staff and participating programs in processing data, implementing regulations and procedures, and using finance and student systems, databases, peripherals equipment and networks.
- Identify and research system related problems and causes; secures and diagnoses relevant information and determines appropriate action for resolution.
- Coordinate, develop, and implement a Salesforce database, data collection systems, data analytics and other strategies that optimize statistical efficiency and quality.
- Interpret data, analyze results using statistical techniques, and provide ongoing ad hoc or scheduled reports, as requested or required.
- Assess database performance by developing protocols for measurement of results and identification of problem areas.
- Acquire data from primary or secondary data sources and maintain databases/data systems.
- Work with management to prioritize business and information needs.
- Effectively use other word processing, database, and spreadsheet software application programs and student program specific information systems in the course of managing data related to 300+ community based partners.
Contract Administration
- Plan, organize, and supervise the daily operations of contract administration for assigned programs.
- Perform a variety of complex, specialized duties requiring excellent communication skills: utilize specialized knowledge and independent judgement involving frequent and responsible public contact; responsible for the preparation, tracking and organizing of all program-related agreements and/or contracts for legal review and board approval; utilize various computer software programs.
- Receive and respond to inquiries related to contracts, professional services agreements, bids and other related issues.
- Develop contractual agreements between the District and external organizations and companies related to assigned program areas.
- Assist in the revision of program manuals, documents and related forms to maximize efficiency and expeditious processing of contracts.
Compliance and Internal Auditing
- Develop and implement systems for monitoring program compliance on ongoing basis; support program managers in developing and documenting site and agency-specific systems to ensure compliance.
- Develop spreadsheets to assist the department to analyze data related to CSSS programs.
- Implement short and long term procedures, plans, forms, and reporting systems.
- Contribute to cost-analysis for implementing new or improved information systems.
- Support the internal audit of attendance records to ensure accuracy, completeness, and match between written and electronic records.
- Serve as link between Expanded Learning Office and State & Federal Compliance to ensure compliance with program and bell schedules.
- Respond to administrative, program and other related inquiries in accordance with assigned functions.
- Provide training to site and program personnel.
- Attend and participate in job-related meetings.
- Travel to District and partner sites, as needed to collect or clarify program data.
- Perform related duties as assigned.
QUALIFICATIONS:
The District determines whether a candidate is qualified based on fulfillment of prerequisites, relevant work experience, ability to perform the essential functions, reference checks, effective interpersonal and communication skills demonstrated by interview performance and/or writing samples, and achievement on performance-based assessments (if applicable) that demonstrate the candidate possesses the requisite knowledge, skills and abilities. Meeting prerequisites only satisfies the initial screening process and does not indicate the candidate is qualified to perform the essential functions of the position.
KNOWLEDGE OF:
- Advanced research techniques; correct English usage, grammar, spelling, and punctuation
- Interpersonal skills using tact, patience and courtesy; good communication skills and techniques
- District policies, applicable sections of the State Education Code and other laws and regulations
- Methods to interpret, apply and explain rules, regulations, policies, and procedures
- Computer software, hardware, and related technology
- Interpret legal and technical terminology contained in contractual documents
- Technical expertise regarding data models, database design development, data mining and segmentation techniques
ABILITY TO:
- Perform a variety of complex, specialized duties involving specialized knowledge and independent judgment
- Prioritize responsibilities to provide timely contract analysis
- Communicate clearly; understand and interpret District and other rules, policies and procedures
- Understand and follow oral and written directions; work independently
- Work with computer software, hardware, and related technology
- Meet schedules and timelines
- Maintain records; analyze situations accurately and take appropriate action
- Work cooperatively with others
- Complete work accurately and as directed with many interruptions
- Organize, coordinate and prioritize a large volume of activities, programs and services
- Prepare comprehensive narratives and statistical reports
- Interpret legal and technical terminology contained in contractual documents
- Collect, organize, analyze, and disseminate significant amounts of information with attention to detail and accuracy, have strong analytical skills
- Adept at queries, report writing and presenting findings
- Travel to District sites as needed to collect data
PREREQUISITES
Bachelor's degree with major coursework in computer science, systems analysis, research, statistics or closely related field
Four (4) years job related experience involving data management and software utilization as a data analyst or business data analyst
Valid California Driver's License
PRE-EMPLOYMENT PROCESS:
Employment eligibility will include fingerprints, tuberculosis and/or other employment clearance
WORKING CONDITIONS
ENVIRONMENT:
Office and diverse school site environments; driving a vehicle to conduct work; fast-paced work; constant interruptions
PHYSICAL REQUIREMENTS:
Consistent mental alertness; sitting or standing for extended periods of time; lifting, carrying, pushing, and pulling objects up to 30 pounds, occasionally 30+ pounds; bending and twisting at the waist, reaching overhead, above the shoulders and horizontally; dexterity of both hands and fingers while performing duties; seeing to read, write and use the computer; hearing and speaking to exchange information, in person or on the telephone, and make presentations.
NON-DISCRIMINATION POLICY:
The Oakland Unified School District does not discriminate in any program, activity, or in employment on the basis of actual or perceived race, religion, color, national origin, ancestry, age, marital status, pregnancy, physical or mental disability, medical condition, genetic information, veteran status, gender, sex, or sexual orientation.
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