PEIMS Clerk

Primary Purpose :

Assist PEIMS coordinator with the planning, organization, scheduling and management of routine work activities associated with PEIMS data collections, software troubleshooting, training / orientation and technical / clerical assistance to campus PEIMS clerks and other staff members.

Qualifications :

Education / Certification :

High school diploma or GED

Special Knowledge / Skills :

Proficient keyboarding, word processing, bookkeeping and file maintenance skills

Ability to run, compile and file periodic district PEIMS reports

Effective communication and interpersonal skills

Effective critical thinking and troubleshooting skills

Sound knowledge base in student management software systems

Ability to use personal computer and various software packages to develop spreadsheets, databases and word processing documents

Excellent proofreading skills

Experience :

One to two years clerical experience using student driven information management system

Major Responsibilities and Duties :

• Collect, post and update daily student attendance (excused, unexcused, tardy and school related) into established database and verify accuracy of data according to established procedures.
• Call parents to verify student absences daily.
• Record, monitor, and follow-up on student tardies.
• Maintain and generate perfect attendance rosters each grading cycle.
• Run export and standard interface software utilities as required to transfer attendance / grades to appropriate database.
• Generate and balance attendance reports (daily, weekly and at the close of each six-week grading period).
• Change grade reporting cycles in database each six-week period.
• Receive incoming calls, take reliable message, and route to appropriate staff.
• Assist parents, students, faculty with questions / procedures regarding student registration, attendance, and residency issues.
• Prepare, distribute, collect and maintain new student registration enrollment materials / forms / data sheets.
• Process new student records, create and maintain cumulative folders.
• Process student withdrawals and student records requests from other schools.
• Follow-up weekly on all student leaver withdrawals.
• Change, delete or add campus master schedule course information into the district-wide database.
• Change, delete or add teacher / staff identification data into database.
• Assign homerooms as directed and input homeroom and homeroom teacher information into database.
• Run export utilities and standard interface upload software utilities as required to transfer grades into database.
• Generate and distribute interim and nine week report cards.
• Maintain teacher grade change requests and update grade changes in database..
• Review, approve and maintain security permissions for Parent / Student on-line grade reporting access.
• Collect, maintain and input truancy infractions into database.
• Process, print and distribute truancy reports and court warning letters.
• Prepare, verify, input and print reports each six-week period for all PEIMS student elements including : Title, At-Risk, Migrant, Immigrant, Homeless, Homebound, Bilingual-ESL, GT, Pregnant / Single Parent Teens, CATE, and Special Education.

Special area data is entered as appropriate such as Social Promotion, OEYP, and Bilingual Summer School.

• Communicate with Special Ed department to ensure proper coding of Sp Ed Student populations.
• Collect, organize and input teacher responsibility records into database.
• Conduct follow-up leaver procedures and update PEIMS leaver codes in database.
• Maintain physical and computerized records, including student cumulative folders, progress and failure reports, class rosters, grade books, schedule and grade changes.
• Maintain student check-in and check-out logs.
• Acts as McKinney-Vinto Liaison.
• Assists students, teachers, and parents as needed.
• Serve as the campus Public Notary Liaison.
• Assists parents and students with transportation issues / bus passes.
• Acts as Ascender Parent Portal Liaison for parents.
• Acts as Ascender Teacher Portal Liaison for campus teachers and administrators.
• Assist in submission of fall PEIMS information including leaver, bilingual, at-risk, GT and vocational information.
• Justify PEIMS changes and make corrections in the school’s Region XIII file (database).
• Input the teacher grade correction or changes into the computer system.
• Verify computer calculations or semester averages with teacher gradebook.
• Prints and distributes progress reports and nine week report cards.
• Running data queries as needed.
• Running course rosters for teachers and distributing prior to the start of the semester.
• Assist with school registration
• Order student schedules and distribute to the needed locations.
• Assist registrar with student records as needed.
• Affix labels on student records (STAAR, Course Info., SAT, ACT)
• Attend needed training at the Region Service Center.

Supervisory Responsibilities :

None

Equipment Used :

Personal computers, laser printers, video camera, copiers, TV / VCR

Working Conditions :

Mental Demands / Physical 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 including 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 ; occasional districtwide travel

Mental Demands : Work with frequent interruptions; maintain emotional control under stress

Occasional districtwide and statewide travel; frequent prolonged and irregular hours.

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.