Student Information Systems SpecialistDeputy Board Clerk

Ponca City Public Schools

Job Description

Student Information Systems Specialist/Deputy Board Clerk

Date: April 17 2026

Reports to: Superintendent

Supervises: N/A

Qualifications: High school diploma or GED

Experience with Student Information Systems

PowerSchool experience preferred

Previous Office Experience

Requires District Provided Bonding

Job Objective: Provides management support and optimization of the districts student information systems. Ensures the integrity accuracy security and accessibility of student data while providing high-quality support and training to staff. Manages and provides support to enhance the smooth efficient and legal operation of state reporting. Assists and relieves the Board Clerk as needed or in her absence.

Employment Terms: 12 Months 8 hours per day

7:30 A.M. 4:30 P.M. exclusive of a lunch

Occasionally special arrangements may be made with the

supervisor if the situation warrants. Supervisor approval is required

if the contract day varies.

FLSA Classification: Nonexempt

Evaluation: Annually by Superintendent

Physical Demands: This is an overview intended for compliance with the ADA it is not an exhaustive list of the duties to be performed. Reasonable accommodations may be made to enable individuals to perform the essential functions of a specific position.

Regular Requirements: Sit for extended periods; twist at the neck and trunk; bend and reach at below and above shoulder level repetitive use of fingers and hands to grasp and/or operate equipment; lift/move up to 15 pounds

Occasional Requirements: Walk reach with hands and arms overhead above shoulder and horizontally; lift/move up to 25 pounds

Visual Requirements: Close color peripheral depth perception ability to adjust focus

Hearing/Speaking Requirements: Adequate to exchange information

Essential Duties and Responsibilities:

1. Serves as the primary administrator for the districts Student Information System
2. Manages day-to-day SIS operations including configuration maintenance and updates
3. Manages beginning of year and end of year SIS processes
4. Ensures accuracy integrity and reliability of student data across all systems
5. Supports and troubleshoots all required state and federal reports in compliance with deadlines
6. Develops maintains and generates custom and standard reports to support district needs
7. Assists school sites and departments with data analysis and reporting requests
8. Supports and manages data integrations between SIS and other district systems
9. Assists in the implementation of new tools and software
10. Maintains strict confidentiality of student and staff data
11. Ensures compliance with all district policies and state/federal laws regarding data privacy
12. Establishes and maintains processes that safeguard data integrity and system security
13. Supports student enrollment processes and parent portal functionality
14. Assists with scheduling grading transcripts and report cards
15. Maintains knowledge of current trends updates and best practices in SiS and data systems
16. Runs all state attendance reports (First Quarter Statistical and Annual Statistical Reports) from Student Information System
17. Prepares documentation for audit with Regional Accreditation Officer twice yearly
18. Manages all users/application in the OSDE Single Sign-on System
19. Resolves student testing numbers in OSDE Single Sign-On System
20. Conducts trainings for site secretaries as needed for state reporting
21. Oversees and manages State Department Class Size Audit Reporting with site secretaries
22. Responsible for entering data into the State Infection Report on Single Sign-On
23. Assists with summer registration
24. Attends educational training for board clerks including Open Meetings Act Open Records Executive Sessions record-keeping handbooks and other matters pertaining to board clerk/deputy clerk responsibilities
25. Attends training on Assemble Paperless Meetings for board agendas
26. Other tasks as requested by supervisor

Deputy Clerk of the Board of Education

1. (The Clerk and Deputy Clerk of the Board shall hold office at the pleasure of the board and may
2. be removed by the Board at any time.)
3. In the absence of the Board Clerk the Deputy Clerk may perform the following duties:
4. Attends all regular and special Board of Education meetings
5. Files all legal documents with the County Clerks Office
6. Publishes all legal documents in the local newspaper
7. Countersigns all warrants for school monies drawn upon the Treasurer by the Board
8. Attests in writing the execution of all deeds contracts reports and other instruments that are to be executed by the Board of Education or the district
9. Responsible for signing and filing all required bond issue documents and other legal documents with state and county officials
10. Prepare Board agenda using Assemble Paperless Meetings including securing documents from other departments as needed for agenda preparation
11. Post all Board agendas according posting requirement laws
12. Responsible for handling all Board member affairs including correspondence travel
13. reports and records
14. Responsible for reviewing and making recommendations for changes to the Board policy book
15. Furnishes whenever requested any and all reports concerning the school affairs on such forms and in such manner as the State Board of Education or the Superintendent of Public Instruction may require
16. Authorizes to destroy all claims warrants contracts purchase orders and any other financial records or documents including those relating to school activity funds in accordance with state laws of Oklahoma
17. Has all documents signed by the Board President and other Board members after Board approval and files them in the official Clerk files of the district
18. Attends all bid openings for the district (Transportation Child Nutrition construction etc.)
19. Maintains all official contracts and agreements approved by the Board
20. Maintains all permanent records for the district
21. Performs the duties specifically imposed upon me by the school code
22. Cooperates with the Superintendent of Schools the Board Treasurer and the Minutes Clerk and the Encumbrance Clerk in the management of the business affairs of the district
23. Reserves meeting rooms for Board meetings and see that it is arranged ahead of time (including visual aids and special equipment)
24. Sets up for all Board meetings
25. Makes arrangements for food or beverage for meetings or special functions
26. Completes all Board member reports from the State Department OSSBA and NSBA and miscellaneous reports as the need arises
27. Designee for recording and reporting the Board member training and continuing education points to the State Department of Education
28. Responsible for keeping an up-to-date continuing education file on each Board member and notification of Board members of their current status
29. Stays informed on State Department requirements for Board members
30. Keeps an accurate up-to-date file on Board ward boundary information (including maps complete ward descriptions and restructuring information)
31. Assists Superintendents Office in preparing correspondence from the Board President or other Board members
32. Stays abreast of all state and federal requirements of serving as an officer of the Board and performs such other duties as the Board may direct

Required Experience:

IC