CLASS SERIES TITLE: Enrollment Data Specialist I/II

To provide technical, clerical, and record-keeping duties relating to the eligibility of families and the enrollment of children in the Migrant Education Program; to determine the eligibility of families to receive child services; to refer families to public agencies; and to assist with support and training of recruitment staff and their district supervisors.

The Enrollment Data Specialist I and the Enrollment Data Specialist II serve as an alternate class series. Incumbents may be employed in either level depending on their qualifications. Incumbents initially employed in the trainee classification may reasonably expect to be reassigned to the journey level classification upon the recommendation of the appointing authority and passage of the qualifying Enrollment Data Specialist II examination. In general, it is expected Enrollment Data Specialist I incumbents will be trained and prepared for the examination and reassignment to Enrollment Data Specialist II within a two-year period.

The Enrollment Data Specialist I (EDSI) is the entry/trainee level of the alternate class series. Incumbents in this classification receive training and learn the methods, regulations, and procedures associated with determining eligibility and maintaining enrollment and attendance records. Incumbents receive direct supervision and are assigned a limited caseload that grows in size and complexity as the training progresses.

The Enrollment Data Specialist II (EDSII) is the journey level of the alternate class series. Incumbents in this classification possess knowledge of the methods, regulations, and procedures associated with determining eligibility and maintaining enrollment and attendance records. Incumbents receive general to limited supervision and are assigned a full caseload requiring the ability to interpret program regulations using tact, and good judgment.

ESSENTIAL/TYPICAL DUTIES: May include, but are not limited to, the following:

• Receives, reviews, evaluates, verifies and processes eligibility certificates and basic interview patterns (BIP) submitted by program recruiters; contacts recruiters for follow-up and returns eligibility certificates that require additional clarification or information as needed
• Based on established federal and/or state regulations and guidelines, determines the eligibility of families or, in the cases of currently enrolled families, their continued eligibility for educational services provided by the Migrant Education Program
• Explains, interprets, and clarifies program regulations and guidelines, agency resources, procedures, rights, and responsibilities
• Responds to program inquiries and makes appropriate referrals to school districts
• Inputs, edits and verifies eligibility and enrollment information on Certificates of Eligibility using the designated information system
• Ensures quality control data samplings are maintained and recorded in accordance with program requirements
• Prepares and distributes enrollment reports, class lists and other related documents as needed
• Operates standard office equipment in the course of assigned duties
• Maintains eligibility and enrollment records using both computerized and manual record-keeping systems
• Prepares routine and specialized reports (monthly, quarterly and annually) relating to eligibility, enrollment and program services
• Transits and receives information from depository
• Processes incidental and massive (annual) records for enrollment, re-enrollment and withdrawal
• Notifies school districts and various agencies regarding program recruitment and eligibility and enrollment of children
• Assists in the training of new program recruiters and their district supervisors; and coordinates recruitment efforts with recruitment staff
• Visits school districts for program audit purposes as needed
• Performs other duties as assigned.

Possession of:

• A Class C California Drivers License with a driving record that meets the insurance requirements of the County Office of Education.

Knowledge of:

• Proper public contact skills and tactful telephone techniques
• Office procedures and practices, including the operation of standard office equipment, microcomputers and office software application programs
• Basic record-keeping principles and practices
• Correct English usage, spelling, grammar, vocabulary, and punctuation
• Goals and functions of the Migrant Education Program and related State and Federal regulations and guidelines (EDSII)

Ability to:

• Establish, prepare, and maintain reports and systematic records related to assigned functions
• Perform accurate mathematical calculations
• Understand and follow oral and written instructions of a routine to complex nature
• Organize assignments to ensure accurate records are maintained and reports are completed and updated within required timelines
• Communicate effectively, orally and in writing, with individuals of diverse backgrounds and cultures
• Demonstrate the skills necessary to accurately obtain, evaluate, and verify information to determine initial or continued eligibility for participation in the Migrant Education Program (EDSII)
• Demonstrate the skills necessary to interpret State and Federal regulations and guidelines (EDSII)

May require:

• Bilingual and/or biliterate skills in another language other than English as designated by the County Office of Education.

Enrollment Data Specialist I: Education equivalent to a high school diploma supplemented by clerical and office occupational training and experience with the public service agencies or any combination of education and experience necessary to demonstrate the required knowledge and abilities to successfully perform the typical duties listed above.

Enrollment Data Specialist II: Completed training and progressive experience as an Eligibility Technician with the County Office of Education or two years of experience performing eligibility involving public contact, interviewing, and record-keeping for a child or public assistance program for a county, state, or government agency, preferably in an educational or student service program environment.

Bargaining Unit: Office, Technician and Business Services (OTBS) Unit

WORKING CONDITIONS: Duties are performed in an office environment. Incumbents may be required to work a flexible schedule evening and weekend hours. Duties require incumbents to drive a vehicle to visit districts and school sites within the (multiple county) region.

PHYSICAL DEMANDS: Incumbents regularly stand and sit for extended periods of time, walk short distances on a regular basis and on uneven surfaces whenever necessary; dexterity of hands and fingers to operate a computer keyboard and other office equipment; kneeling, bending at the waist, and reaching overhead, above the shoulders and horizontally, to retrieve and store files and supplies; seeing to read fine print; hearing and understanding voices over the telephone and in person; moving and transporting program materials, and lifting light objects.

Personnel Commission Approval: July 12, 2007