Core Data and District Secretary

Independence School District; Independence (MO); On-site; USD 44,000 - 60,000; Full time

Job summary

Independence School District seeks a Data Specialist to manage district data reporting, CORE MOSIS submissions, and state compliance. The role involves collaborating with multiple departments to ensure accurate data, timeliness, and confidentiality.

The position supports DESE reporting cycles, maintains data calendars, and ensures data quality across enrollment, attendance, scheduling, and program data. Strong communication and organizational skills are essential.

Qualifications

• Minimum high school diploma or equivalent; associate or bachelor's preferred.
• Experience with databases, student information systems, data reporting, or related information-management systems.
• Strong proficiency with spreadsheets, data analysis, reporting tools, and database applications.
• Able to analyze large data sets and identify errors, inconsistencies, and trends.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple reporting deadlines and projects.
• Strong written and verbal communication; maintain confidentiality.
• Experience with Missouri DESE reporting requirements (DESE, MOSIS, MSIP/APR).
• Experience with student information systems and data quality issues.

Responsibilities

• Collaborate with departments to meet DESE reporting cycles accurately and on time.
• Maintain an annual Core Data/MOSIS calendar and communicate deadlines.
• Monitor changes to DESE reporting requirements and coordinate updates district-wide.
• Review state submissions for errors and coordinate corrective actions with relevant departments.
• Participate in DESE meetings and training on Core Data and state reporting.
• Maintain confidential and general office records and forms as assigned.
• Provide data-related customer service and assistance to district staff.
• Support budgeting, bookkeeping tasks, and related district processes.

Skills

Databases

Student Information Systems

Data Reporting

Spreadsheets

Data Analysis

Attention to detail

Multitasking

Written and verbal communication

Confidentiality

Independent and collaborative work

Missouri DESE reporting requirements

MSIS/MESIS reporting

Data quality issue resolution

Enrollment/attendance/scheduling data

Education

Associate or Bachelor's degree in information systems, data management, education, public administration, or related field

High school diploma or equivalent

Tools

MOSIS reporting

Missouri Core Data

Job description

Fair Labor Standards Act Status: Non-Exempt

Reports to: Director of Title Services

Terms of Employment:12-month position; salary and work calendar established by the Board of Education

Job Goal

• Provide skillful and productive operation of the office in order to assure a positive impact on the Independence School District's educational program and students' success.
• Submitting accurate district data required by the Missouri Department of Elementary and Secondary Education (DESE) and other state and federal agencies.
• Works collaboratively with district administrators, Human Resources, Finance, Special Education, Technology, Student Services, Curriculum and Instruction, school administrators, registrars, secretaries, and other staff responsible for generating, maintaining, or reporting district data.
• Help ensure that district information is accurate, complete, timely, secure, and compliant with applicable state and federal requirements.

Qualifications

Required

• Minimum High School diploma or equivalent.
• Demonstrated experience working with databases, student information systems, data reporting, or comparable information-management systems.
• Computer skills and demonstrated ability to learn complex information systems. ? Strong proficiency with spreadsheets, data analysis, reporting tools, and database applications.
• Demonstrated ability to analyze large amounts of information and identify errors, inconsistencies, and trends.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple projects and reporting deadlines simultaneously.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality when working with student and employee information.
• Ability to work effectively both independently and collaboratively. Preferred.
• Associate or bachelor's degree in information systems, data management, business, education, public administration, or a related field.
• Additional preparation and/or college work related to secretarial training preferred
• Three or more years of experience working in a Missouri public school district.
• Experience with Missouri Core Data and MOSIS reporting.
• Experience with student information systems.
• Knowledge of Missouri DESE reporting requirements.
• Experience conducting and resolving data-quality issues.
• Experience providing technical training or professional development to adult learners.
• Knowledge of Missouri school accountability and reporting requirements, including MSIP and APR.
• Experience working with student enrollment, attendance, scheduling, assessment, personnel, or program data.
• Experience as a receptionist or secretary preferred.
• Experience with English Language Learners preferred.
• Fluency in Spanish preferred.

Preferred

• Associate or bachelor's degree in information systems, data management, business, education, public administration, or a related field.
• Additional preparation and/or college work related to secretarial training preferred
• Three or more years of experience working in a Missouri public school district.
• Experience with Missouri Core Data and MOSIS reporting.
• Experience with student information systems.
• Knowledge of Missouri DESE reporting requirements.
• Experience conducting and resolving data-quality issues.
• Experience providing technical training or professional development to adult learners.
• Knowledge of Missouri school accountability and reporting requirements, including MSIP and APR.
• Experience working with student enrollment, attendance, scheduling, assessment, personnel, or program data.
• Experience as a receptionist or secretary preferred.
• Experience with English Language Learners preferred.
• Fluency in Spanish preferred.

Performance Responsibilities

• Work collaboratively with departments to ensure all required DESE reporting cycles are met, and submissions are completed accurately and within established deadlines.
• Maintain a comprehensive annual calendar of Core Data, MOSIS, state, and federal reporting requirements and communicate deadlines to appropriate district personnel.
• Monitor changes to DESE reporting requirements, data definitions, file layouts, code sets, procedures, and timelines and communicate relevant changes to district personnel.
• Review state submissions for errors, warnings, inconsistencies, and anomalies and coordinate corrections with the appropriate district departments and schools.
• Attend appropriate DESE meetings, webinars, conferences, and training sessions related to Core Data, MOSIS, accountability, student information, and state reporting.
• Maintains files/records, confidential and general correspondence, memos, statistical data, reports, and other office forms as assigned.
• Performs duties to achieve high levels of customer service:
• Answers telephone in a pleasant and respectful manner and routes calls to appropriate personnel
• Deals courteously with visitors, parents, students, and staff
• Cooperative, flexible, and shows good judgement/discretion in interpersonal interactions
• Represents self, school, and District positively 8. Responds in a timely manner to informational requests
• Responds in a timely manner to informational requests.
• Performs budgeting, requisitioning, and bookkeeping tasks as necessary, following established District policies and procedures.
• Demonstrates good safety practices and adheres to all District rules, regulations, and policies.

Core Data/MOSIS Reporting and Compliance, State and Federal Reporting:

• Work collaboratively with departments to document, maintain, and issue our statewide core data definitions and collect, analyze, provide, and enforce data for State and Federal reporting. Coordinating with staff as needed, ensure accurate data should be submitted on time.
• Coordinate with departments and staff that manage student data in the district. Produce an annual Core data compliance / completion status progress report.
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Data Quality, Validation, And Auditing

• Conduct periodic data-quality reviews throughout the school year rather than relying solely upon validation immediately before state reporting deadlines.
• Develop procedures for documenting data corrections and maintaining appropriate records of significant changes.
• Identify trends or recurring data-entry problems and recommend procedural, system, or training improvements.
• Alert appropriate administrators when data findings could negatively affect district compliance, accountability measures, funding, or reporting accuracy.

State And Federal Reporting

• Assist with the collection and validation of information required for the Civil Rights Data Collection (CRDC), as assigned.
• Maintain documentation necessary to support district responses to state or federal data audits.

Data Governance And Continuous Improvement

• Collaborate with Technology and district leadership when implementing or modifying systems that generate information used for state reporting.
• Maintain confidentiality and security of student, employee, and district information in accordance with FERPA, district policy, and applicable state and federal requirements.

Collaboration And Communication

• Establish effective working relationships with administrators, school personnel, district departments, DESE representatives, and other external partners.
• Communicate reporting requirements, deadlines, identified errors, and corrective actions clearly and professionally.
• Respond promptly and professionally to requests for data and technical assistance.
• Perform other duties and responsibilities as assigned.

Work Environment

The position is primarily performed in a professional office and school environment. The employee may be required to travel between district facilities and attend meetings or training outside the District. The position may require additional time during critical state reporting periods to ensure required submissions are completed accurately and on time.

Performance Indicators

• Core Data/MOSIS submissions completed accurately and by required deadlines.
• Reduction in state reporting errors and warnings. ? Timely identification and correction of data-quality concerns.
• Consistent district-wide data-entry and reporting procedures.
• Effective support for building and department personnel.
• Accurate documentation of reporting processes and procedures.
• Positive working relationships with district departments, schools, and DESE.
• Effective communication of deadlines and compliance requirements.
• Continuous improvement in the accuracy, reliability, and usefulness of district data.
• Performs budgetary and bookkeeping tasks.
• Takes inventory and orders equipment and supplies, as needed.
• Works closely with accounts payable and payroll.
• Submits technology work order requests for District staff and processes requests for technology purchases.
• Relays technology needs to members of the technology staff.
• Trains clerical staff, as necessary.
• Greets students, parents, and guests warmly; functions as an ambassador for ISD.
• Answers telephones, transfers calls and takes messages ? Maintains calendars.
• Performs other responsibilities as necessary to carry out the functions of the office.

Evaluation

Performance will be evaluated annually in accordance with Independence School District policies and procedures.