786 - STUDENT RECORDS/ATTENDANCE SPECIALIST

QUALIFICATIONS:        

  1. High School Diploma or GED

  2. Have thirty hours college credit with some business orientation; or equivalent business school background; or three years of general clerical/secretarial experience

  3. Keyboarding and computer proficiency

  4. Computational, organizational, and communication skills

REPORTS TO:                     Director of Assessment and Auxiliary Services

JOB GOALS:                 

  1. To maintain  accurate attendance and student cumulative records as  designated by local, state, and federal mandates.

  2. To facilitate accurate and appropriate communications with appropriate campus personnel concerning student records, PEIMS, and attendance reporting.

TERMS OF EMPLOYMENT:  Noncontractual (At-will); Paygrade  5 Estimated 228  days;  estimated 8 hours  daily 

MAJOR RESPONSIBILITIES AND DUTIES
 

  1.  

Assist PEIMS Coordinator with maintenance and corrections of student PEIMS data reports.

  1.  

Maintain and verify six weeks principal’s and superintendent’s reports for audit and district use.

  1.  

Maintain district attendance reports for audit.

  1.  

Assist campus attendance clerks and secretaries with attendance and demographic data.

  1.  

Prepare enrollment charts from six weeks and superintendent’s reports for distribution to administrators, campuses, and public service organizations.

  1.  

Knowledge of local, Texas, and federal laws concerning attendance; communicate and translate on request.

  1.  

Maintain a file of all in-coming student records.

  1.  

Maintain, file and microfilm cumulative records in district office.

  1.  

Answer all requests for student records both current and out of date.

  1.  

Maintain a log of all records sent both in-district and out-of-district.

  1.  

Prepare Certification of Birth Facts upon request.

  1.  

Receive campus attendance records that have been designated for audit by Texas Education Agency and Texas State Library and Archives Commission.

  1.  

Supervise student records being stored, microfilmed and destroyed for audit and/or archive purposes.

  1.  

Provide district enrollment, verify school boundaries and domicile as requested by
administrators, The Department of Human Services, and public service organizations.

  1.  

Maintain district boundary maps and verify school boundaries upon request; coordinate maps annually with transportation department.

  1.  

Prepare out-of-district transfer forms for parent signature.

  1.  

Notify out-of-district transfer parents of tuition rate.

  1.  

Log and receipt tuition payments.

  1.  

Accept transfer requests for employee children, both in-district, and out-of-district.

  1.  

Prepare renewal forms for transfers of employee’s children.  Verify employment.

  1.  

Accept and screen majority to minority transfer, out-of-district, and hardship transfer
applications.

  1.  

Prepare majority to minority transfer renewal applications for parental signature.

  1.  

Prepare transfer enrollment reports for local board of trustees, bi-yearly.

  1.  

Prepare transfer charts establishing ethnic enrollment by campus to files with Federal Court in accordance with 1970 Federal Court Order.

  1.  

Provide copies of transfers to each sending district and to each local campus involved and provide district the information via TEA website.

  1.  

Assist attendance director in in-service meetings with campus attendance clerks and secretaries.

  1.  

Draft correspondence.

  1.  

Complies with directions and instructions from supervisor and performs other tasks and assumes such responsibilities as may be assigned.

  1.  

Maintains positive and cooperative working relationships with colleagues and others in the conduct of district business and demonstrates team work in daily activities.

  1.  

Is prompt, timely, and thorough in completing assignments and attending to details accurately and efficiently.

  1.  

Meets attendance standards and complies with notification procedures for absences.

  1.  

Provides complete and accurate information in the conduct of district business.

  1.  

Maintains confidentiality in the conduct of district business.

  1.  

Complies with district policies, as well as state and federal laws and regulations.

  1.  

Adheres to the district’s safety policies and procedures.

  1.  

Participates in staff development training programs to improve job performance.

  1.  

Participates in meetings and special events as assigned.

 

EQUIPMENT USED: 

                Uses computer, typewriter, printer, copier, calculator, and telephone. 

WORKING CONDITIONS: 

                Mental Demands: 

                                Reading; ability to communicate effectively; maintain emotional control under stress. 

                Physical Demands/Environmental Factors: 

Repetitive hand motions; prolonged use of computer terminal.  Works with frequent interruptions.  Bending, stooping, and frequent light lifting of boxes.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities, duties, and skills that may be required. Revised 10/03 sr