Clerk IV Data & Attendance Elementary 2024-2025

Essential Duties and Responsibilities

Attendance Reporting & Preparation

• 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 protocols
• Maintain knowledge of Student Attendance Accounting Handbook (SAAH) for data proficiency
• Enter or verify enrollment of special population students for PEIMS reporting
• Verify and monitor teacher web absences daily
• Enter notes received from parents on a daily / frequent basis
• Follow the FBISD Attendance Manual's guidelines for daily, weekly, six weeks and semester attendance-taking protocols
• Clerical preparation of office work area : folders, organization, sign-in sheets, file cabinet labeling, etc.
• Physical conversion of paper cumulative folder contents to electronic folder in SIS
• Communication to rollover students who had less than stellar attendance in the prior year

Data Entry & Software Access

• Monitor data inequities to ensure data quality using software approved by the District
• Enter data into Skyward (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
• Receive training and receipt of On Data Suite and Certify software access to district campuses to alleviate data inequities and reduce potential audits

Enrollment & Registration for peak Enrollment Periods

• Register, enroll, withdraw and monitor students daily
• Retrieve and send student records using TREx process to solidify enrollment of students
• Monitor NSOE (new student online enrollment) and schedule parents quickly and obtain necessary documents needed for enrollment
• Provide entry and withdrawal comments and exit / withdrawal codes during enrollment process
• Conduct verification of residency and enter appropriate permit codes as required
• Resolve demographic discrepancies between District software and the State of Texas database (unique identification-UID)
• Follow-up on dual enrollments, intent to reside and power of attorney documents for non-compliant parents
• Verification of permit codes and parents without email addresses or missing physical addresses in SIS
• Schedule 1-on-1 parent conferences for enrollment, with full day appointments, even accommodating working parents with unusual work patterns
• Review immunization records for enrollment status and document contact with non-compliant parents
• Reduce number of students with enrollment obligations prior to start of new school year
• Ensure proper PEIMS coding of all newly enrolled students
• Check TREx daily so that records requests are received and fulfilled per FBISD and TEA requirements

Scheduling

• Review data needed to process report cards and progress reports for each grading period
• Utilize job aides to support academic protocols
• Properly schedule students as they enroll
• Run reports to capture incomplete schedules of students and non-scheduled students
• Meet twice weekly with campus (administrative) schedulers to ensure accuracy
• Verify receipt of academic records for scheduling accuracy
• Contact parents as needed to ensure receipt of report cards, special program records, etc.
• Retrieve and send student records using TREx process to solidify scheduling and receipt of services for students
• Document communication with special program staff to ensure scheduling accuracy

Customer Service & Professional Development

• Participate in biweekly, semester, summer and called sessions to improve and grow professionally
• Communicate with parents regularly regarding student attendance, tardiness or non-engagement as it pertains to face-to-face and online attendance
• Support school-based functions / duties to increase campus accountability standards
• Learn District-approved software as needed (i.e. Certify) to enable proper monitoring of PEIMS-based data errors
• Collaborate and mentor novice attendance clerks who need additional support

Supervisory Responsibilities

None

Qualifications