Data Systems and Services Assistant

SUMMARY OF PRIMARY FUNCTION

The Data Systems and Services Assistant’s (DISSA) duties include curation and management of resources, marketing of program, office and clerical duties, support for staff, and data entry. In addition, the DISSA will maintain the Destiny Manager Automated Library System and coordinate outgoing and incoming materials. The Data Systems and Services Assistant will assist school district staff, families, and Migrant Education Services staff as needed. Helps recruit potential parents by providing information to them about the various program services and benefits offered to enrolled children and families.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

Resource Center Coordination

1. Increases program awareness and solicits community support through meetings, public speaking, and other means.
2. Recruits, trains, places, and manages volunteers and interns.
3. Assures compliance with rules and regulations as outlined in the Federal Register.
4. Trains and provides orientation to volunteers.
5. Maintains regular contact with volunteers and interns.
6. Maintains contact with staff and stakeholders to ensure program policies are followed.
7. Submits reports in a timely manner.
8. Remains up to date on current issues.
9. Assists in arranging in-service speakers according to program guidelines.
10. Provides education and information to community groups, and other entities.
11. Publicizes services throughout the service area to promote programs.
12. Becomes involved in community activities to promote programs.

Support System

1. Oversees basic office operations and develops and maintains effective procedures.
2. Oversees the processing of resource orders (pulling, packing, and shipping).
3. Provides support to program staff as needed.
4. Greets and provides general support to visitors.
5. Identifies and confirms eligibility prior to utilizing the resource center (based on the current Federal education definition of a migrant child).
6. Educates staff and stakeholders on processes for ordering and/or returning resources.
7. Substitutes resource requests and customizes resource orders upon request.
8. Assists with meeting preparation, production and distribution of forms, manuals, reports, etc.
9. Compiles and reports material usage upon request.
10. Attends meetings as assigned.
11. Maintains general office files, records, contact information, and forms.
12. Audits data accuracy, resolves discrepancies, updates databases, prepares resources, and processes inventory.
13. Assists in providing training and technical assistance.
14. Orders office supplies, renews subscriptions, and maintains proper stock levels.
15. Assures copy machines and other equipment are in workable order.
16. Assists in managing the front desk, distributing mail, answering phone calls, processing invoices, and assisting in directing callers to the appropriate people.
17. Assists in entering, reviewing and and updating Certificates of Eligibility (COEs), enrollments, withdrawals, transcripts, Migrant Student Information Forms (MSIF), Summer Program Services Reports (SPSR), and Student Health Records in the MIS2000 database system as required by the Office of Migrant Education. 
18. Supports the data management process by entering, reviewing, updating, and processing various student records, reports, notices, forms, etc. 
19. Provides support to the Migrant Education Services team as needed.

Data Systems

1. Maintain Destiny Manager Automated Library System.
2. Coordinate the outgoing and incoming of materials.
3. Maintains an accurate database system to meet the needs of the Migrant Education Services Programs.
4. Secures migrant student information by completing data uploads, downloads, and backup functions to the state server, as necessary.
5. Assists in the implementation of system updates, i.e.: MIS2000, Electronic COE (CERTIFICATE OF ELIGIBILITY), etc. and communicates program concerns to supervisor.
6. Maintains confidentiality of migrant education information as required by FERPA (Family Educational Rights to Privacy Act) and OME (Office of Migrant Education) regulations. 

Productivity/Efficiency

1. Organizes job functions and work area to effectively complete varied assignments within established timeframes.
2. Consistently demonstrates ability to take the initiative to make decisions without direct supervision.
3. Develops and maintains systems to assure routine tasks are completed correctly and efficiently with limited supervision.
4. Regularly shows the ability to respond to changing situations in a flexible and professional manner to meet the program's needs. 

Marketing and Outreach

1. Collaborate with staff in the promotion of resources (including newsletters, periodic notifications to staff and stakeholders or new resources and other helpful educational tips and web links).
2. Present information on resources at conferences, training, in-services and university classes, and vendor tables.
3. Arrange site visits to support/inform and receive feedback from staff that utilized MMERC (Midwest Migrant Education Resource Center) resources at summer programs sites (and school year sites upon request).
4. Create promotional materials and resources.
5. Collaborate with staff on the creating, editing, and formatting of printed materials distributed by MMERC (manuals, letters, newsletters, and other printed communications).
6. Assists with the creation and distribution of the Migrant Education Program newsletter and other communications.