Student Affairs Clerk

Days Per Year: 226

Min: $32,092

Mid: $37,751

JOB DESCRIPTION

JOB TITLE: Clerk – Student Affairs

REPORTS TO: Director – Student Affairs

WAGE/HOUR STATUS: Non-Exempt  

PAY GRADE:  Para 5                                                  

PRIMARY PURPOSE:

The Student Affairs Clerk is responsible for coordinating and supporting the district’s student discipline and student transfer processes. This role manages application systems, ensures timely and accurate communication with families and staff, maintains compliance with district policies, and provides high-level customer service to support equitable access to educational opportunities.

Operating within a fast-paced environment, the clerk collaborates with campus and district staff, monitors data integrity across systems, and ensures that families are guided with professionalism and empathy throughout the discipline and transfer experience.

All employees are expected to act with integrity, support organizational goals, communicate clearly and respectfully, champion the needs of students and families, and drive continuous improvement.

QUALIFICATIONS:

Required:

• High school diploma or GED from an accredited institution
• Minimum of three (3) years of experience in an administrative or data management role, preferably in a public school setting
• Bilingual (Spanish/English)

Preferred:

• College coursework or associate degree in education, business administration, or a related field

SPECIAL KNOWLEDGE/SKILLS:

• Knowledge of school transfer and discipline policies, procedures, and timelines
• Experience with student information systems such as PowerSchool, Aeries, and/or online application platforms
• Strong organizational skills and attention to detail, with the ability to manage multiple tasks and meet deadlines
• Proficiency in Microsoft Office Suite, Google Workspace, and data entry systems
• Excellent interpersonal and communication skills (written and verbal)
• Ability to maintain professionalism and confidentiality in sensitive situations
• Customer service mindset with the ability to support diverse families and respond to concerns with empathy and accuracy
• Familiarity with student data platforms (e.g., Aeries, PowerSchool, Novis Insight) and online application systems (e.g., Informed K12)
• In-depth understanding of the Texas Education Code, specifically Chapters 25 and 37 related to student attendance, discipline, and alternative placements
• Knowledge of PEIMS reporting standards, Article 15.27 of the Texas Code of Criminal Procedure, and relevant Board policies (e.g., FNG Legal/Local)
• Familiarity with graduation requirements, dropout prevention strategies, and alternative education placements (DAEP and JJAEP)

MAJOR RESPONSIBILITIES AND DUTIES:

Discipline & Student Transfer Coordination:

• Coordinate and manage the district’s discipline      and student transfer cycles, including application windows, deadlines, and parent notifications
• Track and monitor seat availability by program, grade level, and campus; provide regular updates to district leadership and campuses
• Serve as a primary point of contact for families, campus staff, and administrators regarding discipline and transfer inquiries

Application Oversight & Communication:

• Review, process, and manage applications using district-approved systems (Informed K12, PowerSchool, Aeries, etc.)
• Draft and distribute clear and timely communication to parents, staff, and community stakeholders throughout the application process
• Maintain and regularly update the Student     Transfers webpage with accurate information and resources

Data Management & Compliance:

• Collect, monitor, and validate student data related to eligibility, including attendance, grades, discipline, and enrollment history
• Ensure consistency and accuracy across student information systems and application platforms
• Generate and maintain reports tracking applications, decisions, and enrollment trends to support district planning and accountability

Parent & Campus Support:

• Respond to inquiries by phone, email, and in-person in a professional and courteous manner
• Provide guidance to families navigating       transfer options, deadlines, and eligibility requirements
• Collaborate with campus staff to resolve issues related to discipline, transfers, enrollment discrepancies, and placement decisions

Systems & Continuous Improvement:

• Collaborate with district IT and vendors to support testing, updates, and enhancements of online application systems
• Identify and recommend process improvements to enhance efficiency and equity in the discipline and transfer process

General Administrative Support:

• Maintain accurate records and documentation related to applications, decisions, and correspondence
• Support preparation of reports, presentations, and materials for district leadership and stakeholders
• Perform other duties as assigned in support of district goals and student success

WORKING CONDITIONS:

Physical Demands:

Frequent sitting, standing, walking, keyboarding, and use of office equipment; occasional light lifting and carrying; repetitive hand motions; occasional extended hours during peak application periods.

Mental Demands:

Ability to manage multiple priorities in a fast-paced environment; maintain emotional control under pressure; handle confidential information with discretion; respond effectively to parent and staff concerns.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of responsibilities and duties that may be required.