EMIS/SIS Coordinator and Central Office Support

Job Description

EMIS/SIS Coordinator & Central Office Support

Jefferson Township Local School District

Position Summary

Jefferson Township Local School District is seeking a highly organized, detail-oriented, and knowledgeable individual to serve as the district's EMIS/SIS Coordinator & Central Office Support. As the EMIS coordinator, this person manages and oversees the collection, maintenance, validation, and state reporting of student, staff, and program data required by the state. The EMIS/SIS Coordinator reports directly to the Superintendent and is responsible for coordinating the district's Education Management Information System (EMIS) and Student Information System (SIS), maintaining district special education records, and providing Central Office administrative support. The position also serves as backup office support in the absence of the Superintendent's Success Manager. This position plays a critical role in ensuring the accuracy, integrity, security, and timely reporting of district data. The coordinator works collaboratively with district and building administrators, secretaries, counselors, special education staff, transportation, food service, technology staff, and the Treasurer's Office to ensure compliance with Ohio Department of Education and Workforce (ODEW) reporting requirements and to support accurate state funding and accountability.

Reports To: Superintendent

Employment Status: Full Time

FLSA Status: 260 Days

EMIS Coordinator Qualifications:

• Strong knowledge of student and staff data systems, including the district's SIS and how data flows into EMIS.
• Understanding of Ohio EMIS reporting requirements, including student, staff, course, attendance, assessment, graduation, special education, and other applicable reporting elements.
• Ability to monitor data accuracy and resolve errors before submission.
• Strong attention to detail and data-management skills.
• Ability to work across departments with principals, special education, curriculum, payroll/HR, transportation, food service, counselors, and other staff whose information feeds EMIS.
• Ability to interpret EMIS reports and validation errors and coordinate corrections.
• Knowledge of state reporting timelines and collection windows.
• Ability to maintain documentation and internal procedures so the district is not dependent upon one individual's institutional knowledge.

Essential Duties and Responsibilities

• EMIS Coordination and State Reporting
• Required to attend EMIS meetings (virtual and in-person)
• Serve as the district's primary EMIS coordinator and point of contact for state reporting requirements.
• Coordinate the accurate collection, entry, maintenance, validation, and submission of all required EMIS data.
• Maintain and report student, staff, course, program, financial, special education, attendance, enrollment, assessment, and other required district data.
• Maintain an annual EMIS reporting calendar that identifies submission deadlines, reporting windows, data reviews, and certification requirements.
• Monitor ODEW reporting requirements, updates, changes, and deadlines and communicate relevant information to district personnel.
• Review EMIS reports, error reports, Level 1 and Level 2 reports, data collector reports, and other validation tools to identify and resolve discrepancies.
• Complete required data submissions, collections, reviews, and appeals within established timelines.
• Coordinate with the Treasurer's Office to reconcile EMIS data that impacts state funding, staffing, financial reporting, and other fiscal matters.
• Maintain appropriate documentation and historical records of EMIS submissions, corrections, processes, and procedures.
• Assist district leadership with data requests, audits, compliance reviews, and state reporting inquiries.
• Participate in EMIS training, professional development, regional meetings, and ODEW updates as required.

Student Information System (SIS)

• Serve as the district coordinator for the Student Information System.
• Maintain accurate student demographic, enrollment, withdrawal, attendance, scheduling, course, grade, graduation, and program information.
• Support building secretaries, counselors, administrators, and other staff in the accurate use of the SIS.
• Establish and monitor procedures for data entry and verification to ensure consistency across the district.
• Coordinate beginning-of-year and end-of-year SIS processes, including student rollover, enrollment, schedules, courses, calendars, and reporting.
• Conduct routine data audits to identify missing, inaccurate, or inconsistent information.
• Coordinate with technology personnel and software vendors to resolve SIS and EMIS-related issues.

Special Education Records and Compliance

• Maintain accurate and confidential district special education records in accordance with federal, state, and district requirements.
• Coordinate the entry, maintenance, and reporting of special education data within the SIS and EMIS.
• Work collaboratively with special education staff to ensure required information, including disability, services, events, timelines, and related data, is accurately recorded and reported.
• Monitor special education records for completeness and reporting accuracy.
• Assist with records requests, transfers, audits, and compliance reviews involving special education documentation.
• Maintain confidentiality of student records in accordance with FERPA and other applicable laws and district policies.

Data Quality, Compliance, and Funding

• Establish internal data validation procedures and routinely audit district information for accuracy.
• Work collaboratively with departments to resolve data discrepancies before state reporting deadlines.
• Monitor data elements that may affect district funding, accountability, enrollment, attendance, graduation, special education, career-technical education, and other state measures.
• Provide administrators with reports and information needed to make informed decisions.
• Support district efforts to improve data quality, documentation, accountability, and internal controls.
• Immediately communicate significant data concerns, missed deadlines, compliance risks, or potential funding implications to the Superintendent and appropriate district leadership.

Collaboration and Training

• Collaborate with building administrators, secretaries, counselors, teachers, special education personnel, transportation, food service, technology, and the Treasurer's Office to obtain accurate and timely information.
• Provide training, guidance, and technical assistance to district staff regarding SIS/EMIS procedures and data-entry expectations.
• Develop and maintain written procedures, timelines, data sources, validation routines, contact information, and other documentation necessary to ensure continuity of district operations.
• Maintain a comprehensive EMIS/SIS procedures manual to support cross-training, succession planning, and continuity of operations.

Central Office Administrative Support

• Provide administrative and clerical support to the Superintendent and Central Office as assigned.
• Serve as backup office support in the absence of the Superintendent's Secretary/Administrative Assistant.
• Assist with telephone calls, visitors, correspondence, records, filing, scheduling, document preparation, and other Central Office functions as needed.
• Maintain confidentiality and exercise professional judgment when handling sensitive student, employee, financial, and district information.
• Assist with district records management and public records processes as assigned.
• Perform other duties as assigned by the Superintendent.

Minimum Qualifications

• Bachelor's degree preferred in Education, Data Analytics, Education Administration or Associate's Degree with substantial experience in Student Information Systems; Ohio EMIS reporting; Data Validation.
• Experience with Ohio EMIS reporting, student information systems, school district data management, or comparable educational data systems strongly preferred.
• Knowledge of ODEW reporting requirements and school district operations preferred.
• Experience working with confidential student and personnel records.
• Strong computer skills, including spreadsheets, databases, student information systems, and electronic reporting systems.
• Demonstrated ability to analyze data, identify discrepancies, troubleshoot problems, and meet firm deadlines.
• Excellent organizational, written, verbal, and interpersonal communication skills.
• Ability to work independently while collaborating effectively across departments and buildings.
• Ability to manage multiple priorities and reporting deadlines with a high degree of accuracy.
• Successful completion of all required background checks and other employment requirements.

Preferred Knowledge and Skills

• Knowledge of Ohio EMIS reporting cycles, data collections, and validation processes.
• Experience with ProgressBook or other Ohio student information systems.
• Knowledge of special education data and reporting requirements.
• Understanding of student enrollment, attendance, scheduling, graduation, assessment, transportation, food service, and staff reporting processes.
• Ability to interpret ODEW guidance and translate requirements into district procedures.
• Strong attention to detail and commitment to data integrity.
• Ability to maintain effective working relationships with staff, families, state agencies, vendors, and community members.
• Commitment to continuous learning as state reporting requirements and information systems change.

Professional Expectations

The successful candidate must demonstrate a commitment to accuracy, confidentiality, accountability, communication, collaboration, and student-focused service. Because EMIS data directly impacts district compliance, accountability, and funding, the employee must consistently meet reporting deadlines and maintain a high standard of data integrity.

Jefferson Township Local School District is an Equal Opportunity Employer.