Job Title: Enrollment Clerk - Bilingual STRONGLY preferred

Wage/Hour Status: Non-Exempt

Pay Grade: 196 days

Reports to: Campus Principal

Date Revised: June 4, 2025

Primary Purpose:

The Campus Enrollment Clerk will perform a variety of campus level assignments relating to student & staff information focusing on student attendance, PEIMS reporting and data quality.

Qualifications:

• 2 years experience managing school records

Education/Certification:

• High School Diploma is required.
• Computer Software Certifications preferred.

Special Knowledge/Skills:

• Must be able to type a minimum of 30 words per minute.
• Must have the ability to work independently and in a team environment.
• Must be motivated and a proactive individual.
• Individuals with Excel experience and knowledge preferred, but not required.
• Demonstrate the ability to perform responsibilities with limited supervision.
• Demonstrate the ability to maintain accurate records.

Major Responsibilities and Duties:

Student Registration and Enrollment

• Serve as the first point of contact for parents and guardians regarding enrollment.
• Greet visitors to school, determines nature of business, and directs visitors to destination.
• Engage with potential families through calls, text and email to promote enrolling them in our services.
• Answer questions about registration, school policies, and academic requirements.
• Guide families through the enrollment process, ensuring all necessary information is collected accurately.
• Maintain a student-focused approach to enhance the overall enrollment experience.
• Process new student applications and enrollments.
• Maintain the Student Enrollment Spreadsheet to create a path to registration.
• Maintain the document folder and clear once the student is activated in Skyward.
• Verify documentation (ex. Birth certificates, proof of residency, immunization records).
• Coordinate assigning start dates with Administration and Counselors.
• Approve online form upon enrollment and move documents into Skyward.

PEIMS Compliance and Reporting

• Prepare enrollment reports and distribute them to administrators to determine coding on a weekly basis (ex. Eco Dis form, homeless form, military connect form).
• Enter coding from the enrollment reports into the student information system (SIS).
• Ensure compliance with attendance boundaries and transfer policies.
• Maintain a copy and stay abreast of the current Student Attendance Accounting Handbook.
• Prepares and stores records for audit purposes and maintains inventory of all source documents and signature pages in the audit box (for the retention period of five years).
• Work cooperatively with principal, district personnel staff, teachers, and special program’s department to collect, organize, and format data required for submission into the district’s PEIMS software in a timely manner, according to PEIMS Data Standards at the campus level.
• Tracks students who leave or withdraw from the school to ensure appropriate documentation of leaver codes.
• Comply with data entry timelines between departments.
• Comply and submit to the District PEIMS Office all required documentation for PEIMS submissions.
• Run weekly edit error reports and verification checks on data to ensure accuracy of information. Verifies data submitted to TEA and makes corrections within 2 business days.
• Distributes edit reports to appropriate special program district and campus staff for analysis, verification, and correction.
• Complies, maintains, and files all physical and computerized reports, records, and other documents as required for audit purposes (5-year retention requirements).
• Report all PEIMS-related data inequities to administrators via weekly or biweekly mandated Data Integrity Team meetings.
• Assist the district registrars in acquiring documentation from students or external agencies.
• Registrar back-up to request educational records in the Texas Records Exchange System (TRex).
• Learn, follow, and understand the various student data regulations established by FERPA and HIPPA.
• Requires ability to learn basic student documents (transcripts, immunization record, etc.).
• Assist with all other duties as assigned by the principal and/or district personnel.

Supervisory Responsibilities:

None.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

Work with frequent interruptions, maintain emotional control under stress. Occasional prolonged or irregular hours. Regular district-wide travel to multiple work locations as assigned; moderate lifting and carrying.

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

TEXANS CAN ACADEMIES is an Equal Opportunity Employer