School Registrar and Attendance clerk

Job Description

Job Description

School Registrar & Attendance Clerk

Promesa Academy Charter School
San Antonio, Texas

Position Summary

Promesa Academy Charter School is seeking a highly organized, detail-oriented, and service-focused School Registrar & Attendance Clerk to manage student enrollment, registration, records, attendance, and related student information systems.

This position plays a critical role in maintaining accurate student data and ensuring compliance with campus, district, and Texas Education Agency (TEA) requirements. The ideal candidate will have direct experience working with ASCENDER , student registration and withdrawal processes, attendance reporting, and student records.

Previous experience using ASCENDER is required for this position.

Essential Duties and ResponsibilitiesStudent Registration & Enrollment

• Coordinate and process new student enrollment and registration.

• Review enrollment documentation for completeness and accuracy.

• Verify required documents, including proof of residency, birth certificates, immunization records, previous school records, and other required enrollment documentation.

• Enter and maintain accurate student information in ASCENDER .

• Process student withdrawals and ensure all required documentation is completed.

• Request records from previously attended schools and respond to records requests from receiving schools.

• Maintain accurate electronic and physical student records.

• Ensure student demographic, enrollment, guardian, program, and contact information remains current.

• Assist families with enrollment, registration, withdrawal, and student records questions.

• Monitor incomplete registrations and follow up with families regarding missing documentation.

Attendance

• Maintain accurate daily student attendance records in ASCENDER .

• Review teacher attendance submissions and identify missing or incomplete attendance.

• Communicate with teachers and campus leadership regarding attendance discrepancies.

• Enter and maintain documentation related to student absences, tardies, early releases, and attendance corrections.

• Process parent notes, medical documentation, and other attendance-related records.

• Monitor excessive absences and attendance trends.

• Assist with parent communication regarding attendance concerns.

• Prepare attendance reports for campus administration as requested.

• Support campus procedures related to compulsory attendance requirements.

• Maintain documentation needed for attendance audits and compliance reviews.

• Ensure attendance records are accurate and updated within required timelines.

ASCENDER / Student Information System

• Maintain student demographic, enrollment, withdrawal, and attendance information within ASCENDER .

• Review student records regularly for accuracy and completeness.

• Correct data discrepancies in coordination with appropriate campus and administrative personnel.

• Generate student enrollment, attendance, demographic, and related reports through ASCENDER.

• Assist with data verification activities related to PEIMS and state reporting.

• Ensure information entered into ASCENDER is accurate and supported by appropriate documentation.

• Maintain confidentiality and security of student information and system access credentials.

Student Records & Compliance

• Maintain cumulative student records in accordance with applicable school, state, and federal requirements.

• Ensure records are filed, maintained, transferred, and archived appropriately.

• Assist with student records audits and compliance reviews.

• Maintain confidentiality of student information in accordance with FERPA and applicable laws and policies.

• Assist administration with PEIMS-related student data verification and corrections.

• Maintain documentation necessary to support enrollment and attendance data submitted for state reporting and funding purposes.

• Work collaboratively with campus administration, special programs, instructional staff, and business/operations personnel to resolve student data issues.

Front Office & Family Support

• Provide professional and courteous customer service to students, parents, employees, and visitors.

• Answer questions regarding enrollment, attendance, student records, and campus procedures.

• Assist families with completing registration and enrollment documentation.

• Respond to telephone calls, emails, and in-person requests related to student records and attendance.

• Provide bilingual assistance when applicable.

• Support other front-office and campus administrative functions as assigned.

Required Qualifications

• High school diploma or GED required.

• Previous professional experience using ASCENDER is required.

• Experience working with student enrollment, registration, attendance, student records, or school administrative functions.

• Strong computer and data-entry skills.

• Ability to maintain highly accurate records and identify data discrepancies.

• Strong organizational and time-management skills.

• Ability to manage multiple responsibilities and deadlines.

• Strong written and verbal communication skills.

• Ability to maintain confidential student and employee information.

• Ability to work professionally with students, families, teachers, administrators, and outside organizations.

Preferred Qualifications

• Previous experience as a school registrar, attendance clerk, PEIMS clerk, student records clerk, or school administrative assistant .

• Experience working in a Texas public school or public charter school.

• Knowledge of Texas student attendance and enrollment requirements.

• Familiarity with PEIMS reporting and student data validation.

• Experience preparing records for TEA, attendance, enrollment, or PEIMS audits.

• Bilingual in English and Spanish preferred.

Knowledge, Skills, and Abilities

The successful candidate should demonstrate:

• Strong working knowledge of ASCENDER .

• Exceptional attention to detail and accuracy.

• Understanding of student registration and withdrawal processes.

• Understanding of school attendance procedures.

• Ability to analyze student records and identify inconsistencies.

• Strong customer-service skills.

• Ability to communicate professionally with families and staff.

• Ability to prioritize assignments in a fast-paced school environment.

• Ability to meet reporting deadlines.

• Ability to work independently while collaborating effectively with campus teams.

• Commitment to maintaining confidentiality and protecting student information.

Physical Requirements

The employee must be able to perform typical office-related duties, including prolonged periods of sitting, computer and telephone use, filing, retrieving student records, and occasionally lifting or moving office materials and student files.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Work Environment

This position operates primarily within a school office environment and requires frequent interaction with students, parents, teachers, administrators, and members of the public.

Reports To

Campus Administration / Superintendent or Designee

Employment

Full-Time

Promesa Academy Charter School is an equal opportunity employer and considers qualified applicants without regard to legally protected characteristics. Employment is subject to applicable background checks, verification of credentials, and other requirements established by Promesa Academy Charter School.

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.