PEIMS Clerk

JOB TITLE: PEIMS Clerk

REPORTS TO: Director of Early Childhood 

DEPT./SCHOOL: RYSS Academy to OST Lofts

The PEIMS clerk will perform a variety of fully proficient level clerical support tasks, including but not limited to: registration, enrollment, attendance, scheduling, grades/report cards and the withdrawal of students. The position requires strong computer skills and often involves highly confidential materials. Work decisions are made in accordance with established and departmental policies. The candidate must also demonstrate proficiency in coding of students regarding PEIMS/TSDS procedures and maintain accurate attendance records for the campus.

QUALIFICATIONS:

Education/Certification:

To perform this job successfully, an individual must be able to perform each of the major responsbililites and duties satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or abilities, required unless otherwise stated as preferred.
 

• High school diploma or GED
• Minimum of 60 college hours preferred

Special Knowledge/Skills:
 

• Minimum of 2 years of experience in either school-based, office, or clerical work
• Strong computer skills (Microsoft Word, Excel and Adobe)
• Proficient in all general office skills such as keyboarding, 10-key numerical data entry, and file maintenance
• Ability to meet established deadlines
• Strong customer service skills
• Highly organized, detail-oriented and able to multi-task
• Must work with a high degree of accuracy
• Demonstrated knowledge of or able to comprehend and apply state attendance and enrollment laws
• Ability to communicate effectively, both orally and in writing

MAJOR RESPONSIBILITIES AND DUTIES:

Attendance Reporting
 

• Process and maintain student attendance records (daily, each six weeks and each academic grading period)
• Generate and maintain attendance data (absence verification) as it relates to Average Daily Attendance (ADA)
• Prepare campus for 1st and 4th six-weeks teacher verification and six-weeks data verification processes
• Process and maintain confidentiality with all applicable student records, including documents required for audit
• Monitor percentage in attendance (ADA report) to ensure attendance is not less than previously reported ADA (for waiver purposes)
• Perform PEIMS-based duties and data entry, as they pertain to attendance-taking procedures
• Maintain knowledge of Student Attendance Accounting Handbook (SAAH)
• Enter or verify enrollment of special population students for PEIMS reporting
• Verify and monitor teachers posting attendance daily
• Enter notes received from parents on a daily/frequent basis

Data Entry
 

• Monitor data anomalies to ensure data quality using software approved by the District
• Enter data into TxEIS (SIS) as they pertain to PEIMS TSDS attendance, enrollment, grades and other data
• Ensure daily filing of notes and reports to create efficiency in office management
• Clear PEIMS errors received from the Data Quality district office.

Enrollment & Registration
 

• Register, enroll, and withdraw students
• Retrieve and send student records using TREx process to complete enrollments/withdrawals
• Provide entry and withdrawal comments and exit/withdrawal codes during enrollment process
• Conduct verification of all enrollment documents
• Resolve demographic discrepancies between District software and the State of Texas database (unique identification-UID)

Grading & Scheduling
 

• Review data needed to process report cards and progress reports for each grading period
• Properly schedule students as campus master schedule is completed
• Run reports to capture incomplete schedules of students and non-scheduled students
• Monitor that all students receive a grade at end of each grading cycle for each class
• Review Report Cards are correct with no missing grades before sending home with students

Customer Service & Professional Development
 

• Participate in Data Quality trainings as it pertains to all PEIMS and Core collections as required by TEA.
• Attend trainings offered by Region office as it relates to Data/PEIMS.
• Communicate with parents regularly regarding student attendance, tardiness and or behavioral issues as directed by administration.
• Support school-based functions/duties to increase campus accountability standards
• Learn District-approved software as needed to enable proper monitoring of PEIMS-based data errors

OTHER

• Assist in campus office as needed
• Maintain confidentiality
• Follow district safety protocols and emergency procedures
• Other duties as assigned

SUPERVISORY RESPONSIBILITIES:

• None

MENTAL DEMANDS/PHYISCAL DEMANDS/ENVIRONMENTAL FACTORS:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals
Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
Motion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching
Lifting: Occasional light lifting and carrying (less than 15 pounds)
Environment: May work prolonged or irregular hours
Mental Demands: Work with frequent interruptions; maintain emotional control under stress

This job descripion describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.

Reviewed by                                                                            Date                              

Receiwed by                                                                            Date