Job Title:         PEIMS Clerk/Secretary           Wage/Hour Status:      Non- Exempt

Reports to:      Principal                                Date Revised:              April 2022

Dept./School:  Assigned Campus

 

 

Summary:

 

Under close supervision, perform data entry including attendance, Public Education Information Management System (PEIMS) data, and grades. Serves as the secretary to the campus principal and performs clerical responsibilities for the campus.

 

Qualifications/Education:

 

• High School Diploma or GED
• 1 year data entry experience

 

 Other Skills and Abilities:

 

1. Ability to use personal computer and software to develop spreadsheets, databases, and do word processing.
2. Proficient keyboarding, 10-key numerical data entry, and file maintenance skills.
3. Ability to meet established deadlines.
4. Strong organizational, communication, and interpersonal skills.
5. Ability to perform duties remotely and/or on a flex schedule, upon approval by superintendent, in response to pandemics, natural disasters, catastrophic events, etc. and will be subject to virtual/distance learning policies and procedures as set forth in employee handbook.

 

Major Responsibilities and Duties:

 

Records and Reports

1. Coordinate the collection, integration, and formatting of all data required for PEIMS submission according to 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 in a timely manner.
3. Register new students and verify attendance eligibility by validating all documents according to district, state, and federal guidelines.
4. Enter staff responsibilities and data according to the process and procedures outlined by the district PEIMS Staff.
5. Withdraw students using correct withdrawal codes and creating, printing, and disseminating appropriate documents.
6. Run, post, reconcile Interim Progress Reports (IPR’s) and report cards in a timely manner by following the calendar outlined by the district.
7. Comply with standards for Texas and Federal attendance accounting laws and procedures in the Texas Student Attendance Accounting Handbook.
8. Comply with standards for Federal enrollment laws and procedures in the Texas Student Attendance Accounting Handbook and the PEIMS Data Standards.
9. Act as Campus Records Liaison Officer by being responsible for developing records, storing records, disposing of obsolete records as approved PEIMS Coordinator and any other records management functions necessary for compliance.
10. Maintain student records and process requests for student information and transcripts using TREx systems. Process new student records, including requesting transcripts and records from other schools within 10 days as set forth by TEA.
11. Assist parents, students, and faculty with questions regarding student attendance and, discipline and or other school related matters.
12. Contact parents/guardians to verify student absences as needed and report attendance/truancy problems to designated administrator.
13. Run edits, reports, and verification checks on data to ensure accuracy of information.
14. Assist in verifying data submitted to TEA.  
15. Compile, maintain, file, and distribute all reports, records, and other documents as required following established procedures including student cumulative folders.
16. Upon teacher absence must distribute attendance log to substitute. Must collect attendance log from substitute and post attendance.

Clerical and Correspondence

17. Prepare campus communications, correspondence, forms, manuals, reports, and instructional materials as requested following district standards and requirements.
18. Provides reception coverage in the absence of receptionist or as requested by principal.
19. Receive incoming calls, take reliable messages, and route to appropriate staff.
20. Schedule meetings and appointments and maintain calendar for principal.

Other

21. Assist with planning, preparation, and setup of faculty meetings and campus activities.
22. Administer medication to students, check temperatures, and notify parents of student’s illness in nurse’s absence as directed by principal.
23. Maintain confidentiality.
24. Attend approved district and regional PEIMS workshops.
25. Comply with policies established by federal and state law, State Board of Education rule, and local board policy.
26. Follow district protocols and emergency procedures.
27. Perform other duties as assigned.

Supervisory Responsibilities:

 

None.

 

Equipment Used:

 

Computer, telephone, printer, copier, fax machine, calculator and other standard office equipment and peripherals.

 

Working Conditions:

 

Occasional absences are understood but regular attendance is required. Employee may work prolonged or irregular hours. While performing the duties of this job, the employee is regularly required to sit, occasionally bend/stoop, push/pull and twist.  Repetitive hand motions including frequent keyboarding and use of mouse is required with occasional reaching. The employee must occasionally do light lifting and carrying (less than 15 lbs.).  The employee is occasionally required to stand, walk, and reach with hands and arms.  Employee must work with frequent interruptions and maintain emotional control under stress.

           

STET/HMPS considers applications for all positions without regard to race, color, national origin, age, religion, sex, marital status, veteran or military status, the presence of a medical condition, disability, or any other legally protected status.

 

The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position.  Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.