CLERK - REGISTRAR HIGH SCHOOL

Registrar/PEIMS Clerk

Reports to: Principal Pay Grade: 5

Dept. /School: Days: 227

Supervises:

Primary Purpose

To efficiently maintain scholastic, PEIMS and other data/records as required.

Qualifications

Education/Certification:

• High school Diploma or equivalent.

Special Knowledge Skills:

Experience:

Major Responsibilities and Duties

• MAINTAIN & FILE RECORDS FOR ALL STUDENTS
• Including-registering/withdrawing new/returning/exiting students.
• Working closely with ECISD Departments particularly Student Attendance Office and Records Management, Special Populations Departments & Information Systems.
• Answering all incoming calls concerning enrollment, sending & receiving/requesting transcripts from out of school students/other school district, immunizations requests, verification of graduation from employment agencies or government agencies, course and credit questions.
• Affixing TAKS, SAT, ACT, End of Course Exams, PSAT & AP to score cards.
• Creating packaging slip & collecting records to be sent to Records Management Department, including withdrawn students and graduates; flagging transcripts with delinquent account information.
• Making address corrections and verifying social security numbers for accuracy.
• Completing student cumulative folder with completed withdrawal forms and transcripts.
• Documenting records of school where student will attend.
• Evaluating transcripts by being knowledgeable of all TEA and ECISD guidelines, evaluating courses and credit-TEA numbers and local credits from other states.
• Calling other school districts for course description to help determine a corresponding Texas course, inputting attendance, courses and credit information credit by exam, correspondence course and dual credit into computer.
• Notifying teachers, bookkeeper, librarian and textbook manager of withdrawal status of students.
• Assisting ECISD personnel by checking credit count, date of first enrollment, date of birth and proof of residency.
• Verifying address, absences and possible discipline records.
• Complete folders before counselor visitation.
• Forward immunization records to school nurse; verifying address boundaries, faxing information to junior highs.
• ENSURE ACCURATE PEIMS CODING including-LEAVER CODING:
• Documenting records sent to schools for leaver code information.
• Changing withdrawal codes if applicable, evaluating leaver report and transcripts to make changes for PEIMS leaver reporting.
• Verifying graduate report for graduation date, withdrawal date, graduation code, special education, college-bound, non-graduate data, etc.
• Preparing year end status report.
• Determining grade level of students for next school year.
• Assisting in the Dropout Recovery procedures.
• Assisting in the Completion Rate procedures.
• COURSE COMPLETION DATA / 300 & 305 PEIMS RECORDS
• Maintaining current year grades, tracking grade changes and grade averaging.
• Verifying pass/fail indicator codes.
• Verifying master schedule information (300 & 305 Records) for summer PEIMS submission.
• ATTENDANCE ACCOUNTING
• Maintaining membership counts on SharePoint site.
• Participating in balancing attendance membership numbers with other members of Den each 6 weeks' attendance accounting period.
• OTHER PEIMS CODING AS MAY APPLY
• ASSIST WITH GRADUATION
• Including-working closely with vice principal on all graduation duties.
• Collecting diploma cards from each senior with correct name and identification number.
• Creating database listing each senior from Permian & Alternative Center.
• Creating alphabetical labels for photographer cards cross checking list an average of three times.
• Keeping list updated as withdrawals, etc.
• Communicating with and coordinating with diploma printer.
• Submitting list of graduates to Jostens for printing.
• Completing certificates of attendance for Foreign Exchange students and certificates of completion for TAKS failures.
• Sending data list to State Representative's office.
• Submitting list to local newspaper for printing in special edition of graduation.
• Creating and organizing of seating charts, stadium layouts, layouts showing processional/recessional and state layout/seating arrangement.
• Ordering corsages, boutonnieres and plants for ceremony.
• Collating information for folders for all assistants working graduation.
• Inserting diplomas for delinquent accounts/honor cords, etc.
• Flagging diplomas for delinquent accounts/honor cords, etc.
• Distributing of diplomas to graduates following graduation.
• Adding summer school graduates to diploma list and make diplomas for graduates.
• Taking Top Ten medals and diploma covers.
• Coordinating Top Ten Reception, creating invitation to be mailed, mailing of invitation to top ten students and parents and to ECISD personnel, ordering food for reception, setting up/cleaning up reception.
• Re-evaluating after summer school to recode students advancing or graduating.
• GENERAL DUTIES
• Including but limited to-supervising student assistants and train in general duties.
• Providing notary public services.
• Attending required staff/department training sessions.
• Assisting students with college applications, GPA's rank in class and all testing information.
• Willing to keep updated with technology.
• Assisting in developing forms/plans for educational planning.
• Assisting counselors with testing and questions concerning courses, credit and educational planning.
• Determining credit count for grade level purposes and for special education and cluster program.
• Explaining code of conduct, zero tolerance, home language survey, student information card, internet agreement and other materials.
• Assisting coaches for perspective scholarships.
• Assisting with other duties deemed necessary by administrators.

Supervisory Responsibilities

Working Conditions

Mental Demands/Physical Demands/Environmental Factors:

Maintain emotional control under stress. Frequent districtwide and statewide travel; occasional prolonged or 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. I have read, understand and attest to the above description and funding relating to my daily activities.

Signature Date