Enrollment Clerk

Enrollment Clerk - Bilingual Strongly Preferred

The Campus Enrollment Clerk will perform a variety of campus level assignments relating to student & staff information focusing on student attendance, PEIMS reporting and data quality.

Qualifications:

• 2 years experience managing school records

Education/Certification:

• High School Diploma is required.
• Computer Software Certifications preferred.

Special Knowledge/Skills:

• Must be able to type a minimum of 30 words per minute.
• Must have the ability to work independently and in a team environment.
• Must be motivated and a proactive individual.
• Individuals with Excel experience and knowledge preferred, but not required.
• Demonstrate the ability to perform responsibilities with limited supervision.
• Demonstrate the ability to maintain accurate records.

Major Responsibilities and Duties:

Student Registration and Enrollment

• Serve as the first point of contact for parents and guardians regarding enrollment.
• Greet visitors to school, determines nature of business, and directs visitors to destination.
• Engage with potential families through calls, text and email to promote enrolling them in our services.
• Answer questions about registration, school policies, and academic requirements.
• Guide families through the enrollment process, ensuring all necessary information is collected accurately.
• Maintain a student-focused approach to enhance the overall enrollment experience.
• Process new student applications and enrollments.
• Maintain the Student Enrollment Spreadsheet to create a path to registration.
• Maintain the document folder and clear once the student is activated in Skyward.
• Verify documentation (ex. Birth certificates, proof of residency, immunization records).
• Coordinate assigning start dates with Administration and Counselors.
• Approve online form upon enrollment and move documents into Skyward.

PEIMS Compliance and Reporting

• Prepare enrollment reports and distribute them to administrators to determine coding on a weekly basis (ex. Eco Dis form, homeless form, military connect form).
• Enter coding from the enrollment reports into the student information system (SIS).
• Ensure compliance with attendance boundaries and transfer policies.
• Maintain a copy and stay abreast of the current Student Attendance Accounting Handbook.
• Prepares and stores records for audit purposes and maintains inventory of all source documents and signature pages in the audit box (for the retention period of five years).
• Work cooperatively with principal, district personnel staff, teachers, and special program's department to collect, organize, and format data required for submission into the district's PEIMS software in a timely manner, according to PEIMS Data Standards at the campus level.
• Tracks students who leave or withdraw from the school to ensure appropriate documentation of leaver codes.
• Comply with data entry timelines between departments.
• Comply and submit to the District PEIMS Office all required documentation for PEIMS submissions.
• Run weekly edit error reports and verification checks on data to ensure accuracy of information. Verifies data submitted to TEA and makes corrections within 2 business days.
• Distributes edit reports to appropriate special program district and campus staff for analysis, verification, and correction.
• Complies, maintains, and files all physical and computerized reports, records, and other documents as required for audit purposes (5-year retention requirements).
• Report all PEIMS-related data inequities to administrators via weekly or biweekly mandated Data Integrity Team meetings.
• Assist the district registrars in acquiring documentation from students or external agencies.
• Registrar back-up to request educational records in the Texas Records Exchange System (TRex).
• Learn, follow, and understand the various student data regulations established by FERPA and HIPPA.
• Requires ability to learn basic student documents (transcripts, immunization record, etc.).
• Assist with all other duties as assigned by the principal and/or district personnel.

Supervisory Responsibilities: None.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors: Work with frequent interruptions, maintain emotional control under stress. Occasional prolonged or irregular hours. Regular district-wide travel to multiple work locations as assigned; moderate lifting and carrying.

TEXANS CAN ACADEMIES is an Equal Opportunity Employer.