Primary Purpose:

Under moderate supervision, coordinate the collection and reporting of district Public Education Information Management System (PEIMS) data. The Business Office Specialist provides essential administrative, financial, and purchasing support to ensure efficient daily operations of the district’s business office. This position plays a key role in maintaining accurate financial records, supporting staff, and delivering high-quality customer service.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Ability to maintain accurate and auditable records.

Ability to use personal computer and software to develop spreadsheets, perform data analysis, and do word processing.

Proficient in keyboarding, 10-key numerical data entry, and file maintenance skills.

Ability to perform basic math

Ability to meet established deadlines.

Strong organizational, communication, and interpersonal skills.

Ability to understand detailed written or oral instructions.

Experience:

Two (2) years of experience in school district administrative support position requiring collecting and entering data; experience using coding systems

Major Responsibilities and Duties:

Records and Reports

1. Coordinate the collection, integration, and formatting of all data required for PEIMS submission according to Texas Education Agency PEIMS Data Standards.
2. Work cooperatively with campus, business office, and personnel office staff to collect, organize, and format data required to submit district PEIMS data according to prescribed state deadlines.
3. Run edits, reports, and verification checks on data to ensure accuracy of information. Distribute edits and reports to appropriate staff for analysis, verification, and correction.
4. Submit complete and accurate PEIMS data in Texas Education Agency (TEA)-prescribed format to education service center (ESC) for processing using computer terminal or personal computer.
5. Verify data submitted to TEA and submit corrections in a timely manner.
6. Serve as the designated district liaison to facilitate the enrollment in or transfer to a public or open-enrollment charter school of any child in the district or area served by the charter school who is in the conservatorship of the state.
7. Serve at the designated district liaison and identify students experiencing homelessness within the district. This process must be done regularly and in a way that is auditable to help determine whether or not students qualify as homeless under the McKinney-Vento Act.
8. Identify and monitor all students who qualify for services under the Texas Migrant Education Program are receiving appropriate services.
9. Manage and coordinate incoming mail, packages, and deliveries, ensuring timely distribution and clear communication with staff
10. Maintain adequate levels of office supplies and ensure equipment is functioning properly to support daily operations
11. Coordinate and update marquee announcements, campus events, and assist with planning and organizing office logistics
12. Answer incoming calls in a professional manner and provide assistance to visitors, staff, and stakeholders as needed
13. Support day-to-day office operations and assist with special projects, planning efforts, and additional tasks to ensure overall efficiency
14. Perform monthly bank reconciliations by reviewing financial records, identifying discrepancies, and ensuring all transactions are accurate and properly documented
15. Manage the distribution of employee credit cards, maintain detailed tracking logs, and ensure accountability for all transactions and usage
16. Prepare, verify, and deliver bank deposits in a timely manner, ensuring all funds are accurately recorded and secured
17. Assist staff with completing deposit documentation, providing guidance to ensure accuracy and compliance with district procedures
18. Create, review, and process invoices for various programs and vendors, ensuring proper coding, approval, and timely payment
19. Support annual audit processes by gathering documentation, preparing reports, and assisting auditors as needed
20. Maintain and monitor employee time records in TimeClock Plus, ensuring accuracy, making necessary adjustments, and assisting with employee updates as needed

Training and Technical Support

1. Provide training and support to campuses and to business and personnel office staff responsible for processing PEIMS data.
2. Receive PEIMS-related information from ESC and TEA, attend all regional PEIMS workshops, and disseminate information to other staff in a timely manner, including updates to PEIMS Data Standards.

Other

1. Comply with policies established by federal and state law, State Board of Education rule, and local board policy.
2. Compile, maintain, and file all reports, records, and other documents as required.
3. Follow district safety protocols and emergency procedures.
4. Ability to maintain confidentiality
5. Strong organizational, time management, and multitasking skills
6. High level of accuracy and attention to detail
7. Proficiency in Microsoft Office; experience with Ascender and TimeClock Plus preferred
8. Strong communication and customer service skills

Supervisory Responsibilities:

None.

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment, including computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Frequent repetitive hand motions; frequent keyboarding and use of mouse

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: Work is performed in an office setting; may require occasional irregular and/or prolonged hours

Mental Demands: Maintain emotional control under stress; work with frequent interruptions

Salary : $28,333 - $52,863