Position Type:
Support Staff/State & Student Data Reporting Coordinator
Date Posted:
7/15/2026
Location:
Central Administration
Date Available:
Fall 2026
Position Title:
State & Student Data Coordinator/Database Administrator
Department:
Administration
Reports To:
Assistant Superintendent of Elementary Education & Curriculum; Dotted line to Director of Technology
Status:
Full-Time; Non-Exempt; Pine-Richland Education Support Professionals Association (PRESPA)
Rate of Pay:
$27.00-$37.00/hour based on qualifications and experience
SUMMARY
This position is responsible for coordinating and ensuring the timely and accurate reporting of all student-related data that is maintained and reported to various state and federal agencies by the school district. The State & Student Data Coordinator/Database Administrator provides assistance and training to district- and building-level staff and provides troubleshooting assistance to district users. Understanding of evolving regulatory and reporting requirements, as well as report-writing skills, are necessary elements of leading the district's efforts to accurately manage required state and student data. Coding and/or query skills may benefit the efficient completion of these responsibilities. Ethical, reflective, confidential, accountable, self-directed/initiative-taking are all qualities sought in our ideal candidate.
ESSENTIAL DUTIES & RESPONSIBILITIES
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Serve as liaison with student information system provider and function as superuser/primary contact for district users of the system requesting assistance, training and troubleshooting.
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Responsible for annual school setup of student information system data, coding, fields and templates needed for various federal, state, and internal reports.
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Assist all building staff and users with start and end of year procedures including grade setup and reporting, rollovers, and other functions.
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Create ad-hoc reports as requested by district and administrative staff (ability to leverage SQL and/or additional programming language preferred).
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Create and/or assist in creation of custom modifications in and to the student information system and grade book system.
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Coordinate with the school counseling department and building staff to provide necessary assistance with tasks such as transcript preparation and distribution, GPA calculations and custom reports.
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Implement and/or assist in integrating student information system and gradebook applications with other district software.
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Connect and leverage data from disparate systems in order to synthesize data points to work towards strategic goals (e.g. Math Placement Matrix data points and reporting in Assessment Tracker; Pennsylvania Value-Added Assessment System (PVAAS); Data Recognition Corporation; Early Warning System; Course Waiver and Performance Statistics).
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Collect data required for PIMS (Pennsylvania Information Management System) reporting, analyze it, assist building and district users in troubleshooting and correcting errors and ensure that all required reports are timely and accurately submitted and uploaded to the PIMS database.
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Liaison with Pennsylvania Department of Education and PIMS Administrators and maintain up-to-date knowledge of current reporting requirements and changes.
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Provide regular and timely training and direction to staff on PIMS requirements, updates and changes.
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Collect data and assist district administrators in preparing and submitting other state and federal reports that are based on information derived from student information system and/or gradebook systems.
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Update data as necessary to remain current with state and federal requirements and mandates.
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Responsible for the maintenance of accurate and complete child accounting files and student information system records and preparing Child Accounting reports and related documents.
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Provide back-up support for student enrollment.
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Participation in training as needed to maintain knowledge of reporting requirements and system functionality.
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Responsible for attending data quality meetings or their equivalent through the Allegheny Intermediate Unit (AIU) and/or other providers.
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Maintain effective working relationships with district users and staff, training them as required for new procedures, programs, and/or applications.
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Participate in weekly student information system conference calls and professional development.
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Regular and timely attendance.
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Additional duties as assigned.
QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION & EXPERIENCE
Bachelor's degree or equivalent combination of education and work experience required; Bachelor's degree in Education, Business, Data Management, or related field preferred; at least two years of computer and database experience required. Knowledge of SQL and other database applications preferred.
CONFIDENTIALITY
Respect and maintain the highest degree of confidentiality with regard to personnel and student records, personal communication from members of the community, School Board and school staff. Must comply with all requirements of Family Educational Rights and Privacy Act (FERPA).
LANGUAGE SKILLS
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively with visitors/public, employees and students.
COMPUTER SKILLS
Demonstrate proficiency with personal computers and programs including the Google suite (such as Docs, Sheets, Slides) and/or MS Office programs (such as Word, Excel, Access, PowerPoint) in a Windows environment. Experienced with student information, financial, HRIS and/or similar database systems.
MATHEMATICAL SKILLS
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
REASONING ABILITY
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with multiple problems.
OTHER SKILLS & ABILITIES
Ability to develop and maintain effective working relationships with students, staff and the school community. Ability to communicate clearly and concisely in both oral and written form. Ability to perform duties with awareness of all district and legal requirements and Board of Education policies.
PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to stand, walk, and sit. The employee is occasionally required to stoop, kneel or crouch. The employee occasionally lifts and/or pushes up to 25 lbs. Specific vision abilities required by this job include close vision, distance vision, and depth perception.
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is acceptable to this particular environment. However, the noise level can vary depending upon daily activity but will still remain within the acceptable noise level range. The employee continuously is interacting with the public, staff and students. The employee frequently will be required to meet multiple demands from several people.
The information contained in this job description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties may be assigned.
