Student Information Systems Specialist IV –… at Oakland… · Oakland

ref: PCN12575

TITLE:

Student Information Systems Specialist IV

REPORTS TO:

Assigned Supervisor

DEPARTMENT:

Technology Services

CLASSIFICATION:

Classified

FLSA:

Non-Exempt

WORK YEAR/HOURS:

261 days / 7.5 days or duty days or hours as assigned

ISSUED:

Created: June 2020

SALARY GRADE:

WTCL 57

BASIC FUNCTION: Under general direction, participate as an advanced level member of technology projects and support the evaluation, analysis, implementation, development, interoperability, maintenance, upgrade, training, and support of district-wide computerized information systems focusing primarily in the area of student information but extending to other K-12 business and educational systems as assigned.

DISTINGUISHING CHARACTERISTICS:

Perform the most complex and advanced-level duties under general direction and may serve as a project leader for new and recurring initiatives (including large-scale district-wide initiatives) requiring cross-departmental collaboration; a Bachelor’s degree or the equivalent and ten or more years directly related experience in student information systems and related systems evaluation, analysis, implementation, development, interoperability, maintenance, upgrade, end user training, and end user support.

REPRESENTATIVE DUTIES: Incumbent 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 are intended to accurately reflect the principal job elements.

ESSENTIAL FUNCTIONS:

Under general direction, participate as an advanced level member of technology projects and support the evaluation, analysis, implementation, development, interoperability, maintenance, upgrade, training, and support of district-wide computerized information systems focusing primarily in the area of student information but extending to other K-12 business and educational systems as assigned.

System Administration Functions:

• Collaborate with internal and external stakeholders to design and develop appropriate procedures, schedules and controls to ensure smooth delivery of services, data usability and security, and mandated reporting in a manner compliant with applicable laws, policies, and regulations.
• Assist in performing business requirements analysis and system design analysis on specific initiatives, factoring in issues, dependencies, constraints and impacts to the enterprise-wide use of the student information system and other district systems.
• Contribute to the definition, evaluation and implementation of Service Level Agreements (SLA) for the delivery of student information systems and other systems throughout the district.
• Work with technology vendors to understand, support and enhance student information systems and other technology-related products and services purchased for the district; provide requirements to vendors for system modifications.
• Lead the testing and implementation of upgrades and system modifications to ensure expected results and prevent negative impact to existing functions and processes.
• Serve as an expert on the detailed functions, data structure and usage of one or more systems or subsystems focusing primarily in the area of student information but extending to other K-12 business and educational systems as assigned; confer and collaborate regularly with representatives of system vendors, peers and user groups to continually increase system expertise.
• Serve as a liaison between Technology Services and administrative or instructional departments, school sites, and external offices; collaborate with user departments to organize and guide the operations and staff of various business offices; develop and implement appropriate procedures.
• Understand the issues, goals and objectives of user departments and translate that information into action items and requirements for support by Technology Services; assist in communicating to the user departments the capabilities, time lines and constraints of Technology Services.
• Contribute to the integration of the goals and objectives of Technology Services into the services provided to the user departments; communicate the issues, requirements, and goals of the user departments to Technology Services leadership.
• Understand the integration and interdependencies inherent in student information systems and other K-12 business and educational systems and apply that understanding in the performance of all duties.
• Contribute to the design, implementation and maintenance of system security controls needed to prevent unauthorized access to sensitive data in a manner compliant with FERPA, HIPAA and other laws, policies and regulations related to data access and usage.
• Recommend changes to server and software configurations based upon anticipated system scalability needs and ongoing changes to system requirements
• Collaborate with other department staff to grow and build highly complex technology architectures and integrations. Anticipate technology scale and capability challenges and communicate clear, proactive recommendations to address these challenges

CALPADS and Other Mandated Reporting Functions:

• Collaborate with internal and external stakeholders to plan and implement the accurate and timely submission and certification of required data to the California Longitudinal Pupil Achievement Data System (CALPADS) and other state and federal reporting systems as required.
• Represent the Oakland Unified School District as a primary contact for CALPADS and other data collections as assigned, including trainings, webinars and communications with the California Department of Education (CDE), the Alameda County Office of Education (ACOE) and other agencies, school districts and stakeholders as required.
• Utilize system functions and database queries to generate reports to meet internal and external requirements for student information and other data.
• Collaborate with other Oakland Unified School District staff to review and correct student information and other data, acting as a liaison between department staff, internal stakeholders and external stakeholders to ensure compliance with state, federal and other requirements.
• Gather and document existing, changing and emerging data requirements for all assigned data collections in order to remain compliant; review and recommend updates to policies and procedures to ensure compliance with state, federal and other requirements.
• Align data collection in the student information system and other district systems with those of reporting agencies, including the California Department of Education, to ensure compliance with relevant data collection standards, processes and requirements.
• Monitor, maintain and update district data within CALPADS and other external information systems and databases as required.
• Assist with or execute activities related to the administration and reporting of state and district assessment programs such as CAASPP, ELPAC, etc. and support compliance and mandatory deadlines according to state laws and regulation governing assessment programs.
• Project Functions:
• Provide recommendations in anticipating, selecting, and developing appropriate applications and systems to support major initiatives related to the student information system and other systems involving the district’s mission.
• Contribute to the development and evaluation of requests for proposals related to student information systems and other district systems.
• Serve as a project leader for initiatives requiring cross-departmental collaboration by working with business leaders to develop solution strategies and project work plans; execute project work plans; track and communicate day-to-day operational aspects of a project’s scope, dependencies and risks.
• Training, Documentation and Support Functions:
• Contribute to the development, documentation, and evolution of standards and processes for data governance and data management, including supporting systems and the flow of data throughout the technology ecosystem. Work with stakeholders to implement data governance standards and compliance monitoring, and to define and develop controls to ensure the completeness, accuracy, and quality of data.
• In collaboration with leadership and other stakeholders, contribute to the design and implementation of a training program for the district’s primary technology systems, primarily focusing upon the student information system but extending to other K-12 business and educational systems as needed; update and deliver relevant mandated reporting training to district staff to ensure accurate reporting for all assigned data collections.
• Create manuals, guides, training presentations, and other documents as required.
• Contribute to the design and maintenance of internal procedures that ensure that system users are being supported effectively.
• Provide direct support to school site and central office users of the student information system and other systems as required.
• Provide cross-training to other staff members within the department.

General Teamwork and Collaboration Functions:

• Communicate with internal and external stakeholders to align activities, resolve issues, and exchange information;
• provide excellent customer service and exhibit a high degree of competence in interpersonal communication.
• Attend professional development workshops, training sessions, and professional association meetings and conferences related to information technology to stay current with state-of-the-art methods and practices;
• maintain a growth mindset and embrace self-directed learning to provide value to the district and team.
• 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:

• Enterprise-level student information systems and other K-12 business and education systems, including the integration and interdependencies of data shared between various systems, modules, sub-systems and system interfaces
• Electronic Data Processing systems and applications, including relational database structures and queries
• Principles of records management, modern office practices, procedures and equipment
• Principles and techniques of designing and developing computer programs and automated system integrations, including database stored procedures and application programming interfaces (APIs)
• Methods, practices and terminology of project management including work planning, scheduling, measurement and reporting
• Methods, practices and terminology used in student information processing and record-keeping
• California State, federal and other K-12 related mandated reporting agencies and data collection requirements, including CALPADS
• Laws, rules, regulations and policies related to assigned activities
• Windows desktop and server operating systems and related technologies, including but not limited to web server and database technologies and current office software and tools such as Microsoft Word and Excel, Adobe Acrobat, Google, and web browsers
• Interpersonal skills, such as using tact, patience and courtesy
• Principles and techniques of effective training
• Correct English usage, grammar, spelling, and punctuation

ABILITIES TO:

• Influence without authority and build trusted partnerships with school sites and central office departments to facilitate effective delivery of services and support related to the student information system and other K-12 business and educational systems
• Provide effective support to internal and external stakeholders using a customer-centric approach
• Analyze and evaluate information processing problems, plans, procedures and requirements of an organization, while factoring in the impacts to the entire district
• Analyze office procedures and problems, develop and implement improvements and solutions
• Apply new developments in the field of data processing, related equipment and technology to needs
• Formulate and express ideas on difficult or complex concepts clearly and effectively in written and oral presentations, including the interpretation and application of rules and regulations
• Prepare and analyze student information and other data
• Analyze, develop, write and recommend software applications utilizing internet and database technologies such as Microsoft SQL Server and Microsoft Internet Information Services (IIS) and software development languages and methodologies such as SQL stored procedures, application programming interfaces (APIs), HTML, JavaScript, C#, Microsoft Access, etc…
• Complete recurring and time-dependent projects and tasks effectively in a team environment
• Explain and interpret mandated reporting requirements and collaborate with sites and central office departments to ensure the accuracy and timeliness of mandated reporting
• Develop clear and precise documentation of systems and procedures
• Identify errors, make appropriate corrections, and work with developers and vendors to resolve issues
• Facilitate meetings with internal and external stakeholders
• Plan and prioritize work in a fast-paced, matrixed work environment
• Read, interpret, apply, and explain rules, regulations, policies, and procedures

PREREQUISITES:

• Bachelor’s Degree or its equivalency required (2 years of similar and relevant work level experience = 1 year of college). A combination of experience and education may be used to meet the Bachelor’s Degree requirement; however, the work experience years used to qualify for the Bachelor’s Degree requirement cannot be used to meet the work requirement
• Six to ten years directly related experience in the evaluation, analysis, implementation, development, interoperability, maintenance, upgrade, end user training, and end user support of student information systems and other K-12 business and educational systems; a minimum of two years of experience leading information systems projects is required.
• Valid California Driver’s License, if applicable

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.

Alondra Rios, Title IX Coordinator & Investigator, Office of the Ombudsperson/Title IX, Cole Campus, 1011 Union Street, Site 906, Oakland, CA 94607, Office (510) 879-4281, Direct (510) 879-1051 , FAX (510) 879-3678 via email at alondra.rios@ousd.org.

Gabriel Valenzuela, Ombudsperson/Title IX Coordinator/CCR Title 5 Coordinator/Equity Officer, and Title II – Americans with Disabilities Act (ADA) Coordinator, Office of the Ombudsperson/Title IX, Cole Campus, 1011 Union Street, Site 906, Oakland, CA 94607, Office (510) 879-4281, Direct (510) 879-3667, FAX (510) 879-3678 via email at gabriel.valenzuela@ousd.org.

Justin Anderson, Director, Health Services & Section 504 Coordinator, Special Education

Department (Santa Fe Campus, 915 54th Street, Oakland, CA 94608). Office (510) 879-5003, FAX: (510) 627-9468 or via email at justin.anderson@ousd.org or at 504@ousd.org.