DESCRIPTION

Under the direction of the Principal , the Middle School Data Clerk ensures the integrity and accuracy of the school’s student information system. This role is central to the grading, reporting, and master scheduling processes, requiring high levels of confidentiality and technical precision.

MINIMUM QUALIFICATIONS

Applicants must meet all qualifications below to be considered for the vacancy.

Education:

• High School diploma or GED (must scan and upload to the online application). Education completed outside the United States must be evaluated by an MSDE approved organization. For a list of approved vendors, please click here .
  

Experience:

• Two years of general administrative or clerical experience. An Associate Degree or the successful completion of 60 credit hours from an accredited college or university may be substituted for up to two (2) years of the required experience.
  

PREFERRED QUALIFICATIONS

Experience utilizing educational technology platforms, such as Canvas (LMS), Synergy (SIS), a nd Hoonuit /PowerSchool Unified Insights (Data Warehouse).

ESSENTIAL POSITION RESPONSIBILITIES

The below list is a summary of the functions of the job, not an exhaustive or comprehensive list of all possible job responsibilities, tasks, and duties.

Grading

• Through the use of the student information system, ensure all teachers submit accurate grades in compliance with HCPSS policies

• Process report cards for students and families to access.

• Responsible for final grade calculation, verification, and updating the course history on student transcripts at the end of each term.

• Provide support for transfer students, ensuring the continuity and

• accurate recording of their grades per HCPSS policies.

• Responsible for grade changes throughout the year, resulting in updates in the student information system.
  

Administrative Reporting

• Provides, compiles and prioritizes reports from numerous sources for various groups and departments. s upports staff with data analysis.
  

Master scheduling

• Inputs, maintains , and updates the master schedule in Synergy based on administrative guidance.

• Runs reports to support data-driven decisions on section counts and student schedules.

• Supports counselors and administrators by providing data and reports to ensure all students have a full schedule throughout the year.
  

Student schedules and changes

• Process student schedule changes, verify compliance with HCPSS policies and procedures, and facilitate grade transitions when schedules are modified , throughout the year.
  

ESSENTIAL KNOWLEDGE, SKILLS, AND ABILITIES

The below list is a summary of the knowledge, skills, and abilities required for success in this position, not an exhaustive or comprehensive list.

Knowledge

• Student Information Systems (SIS): knowledge of Synergy (the primary SIS for HCPSS), including modules for grading, master scheduling, and transcript management.

• HCPSS Grading & Reporting Policies: Thorough understanding of Policy 8020 regarding grading scales, weighted averages, and credit requirements.

• Regulatory Compliance: Knowledge of FERPA (Family Educational Rights and Privacy Act) to ensure student data privacy and COMAR (Code of Maryland Regulations) regarding student records.

• Transcript Interpretation: Understanding of course codes, credit recovery, and how transfer credits (from out-of-district or international schools) map to Maryland graduation r equirements.
  

Skills

• Data Analysis & Reporting: Proficiency in running queries and using tools (like Excel or SIS-native reporting) to identify concerns including but not limited to: schedule gaps or grading anomalies.

• Technical Troubleshooting: Ability to diagnose why a grade isn't calculating correctly or why a student schedule is flagging a conflict within the system.

• Master Schedule Management: Skill in manipulating section counts and teacher assignments within a digital environment based on administrative constraints.

• Advanced Record Keeping: High-level organization skills to manage the cyclical deadlines of interim reports, end-of-quarter processing, and final transcript updates.
  

Abilities

• Meticulous Attention to Detail: The ability to verify thousands of data points (grades, credits, schedules).

• Collaborative Problem Solving: Ability to work effectively with counselors and administrators to resolve scheduling conflicts or data discrepancies.

• Ability to Work Under Pressure: Maintaining composure and accuracy during "peak" seasons, such as the opening of school, end-of-term grading windows, and graduation prep .

• Synthesizing Information: Ability to take raw data from multiple sources and compile it into a prioritized, actionable report for school leadership.
  

Working Hours

The duty day for this position is 7.5 hours, which will include a 30-minute unpaid, duty-free lunch period.

APPLICATION REQUIREMENTS

Complete applications must be submitted , and o nce your application has been submitted , you will not be able to add documentation or make any changes. I ncomplete applications will not be accepted . Resumes will not be accepted in lieu of a completed application.