Beaumont Independent School District

Job Description

 

JOB TITLE:	Campus PEIMS Data Clerk	CLASSIFICATION:	Nonexempt
REPORTS TO:	Campus Principal	PAY GRADE:	PSS	4	200 Days
LOCATION:	Campus Assigned	DATE REVISED:	6/20/2016
FUNDED BY:

PRIMARY PURPOSE:
Under the supervision of an administrative designee, performs data entry functions related to attendance and PEIMS in adherence to all laws and regulations pertaining to student attendance accounting. Maintains complete and accurate student attendance and PEIMS records as required by the District and Texas Education Agency for state funding, compliance and audit purposes. Assists with truancy prevention measures.

QUALIFICATIONS:
Education/Certification:

• High School Diploma or GED Certificate (recognized by the TEA or other official accrediting agency).
• Demonstrate competency on the BISD clerical proficiency test.
• Candidate must have satisfactory outcome of fingerprinting background check.

Special Knowledge/Skills:

• Must be self-motivated and possess the ability to work with frequent interruptions, multi-task and effectively manage multiple priorities and deadlines.
• Skill in reading, learning, interpreting, applying and explaining applicable rules, policies and procedures related to student attendance.
• Maintain a high degree of attention to detail and accuracy in mathematical calculations and recordkeeping to maximize funding opportunities and minimize accountability sanctions.
• Demonstrate strong organizational, communication and interpersonal skills with the ability to work collaboratively with parents, students, school officials and as a team member.
• Maintain a high level of integrity and confidentiality regarding student records and campus issues.
• Ability to implement oral and written instructions with minimal supervision.
• Use of computer applications related to the work, including word processing and spreadsheet applications.
• Bilingual abilities are a plus; able to read, write and speak Business Spanish proficiently.

Experience:

• Three (3) years relevant work experience in a school or business environment.
• Prefer previous experience with the TEAMS student software system and other student related applications.
• Special knowledge of school operations, attendance accounting, PEIMS data standards and FERPA guidelines.

MAJOR RESPONSIBILITIES AND DUTIES:
(The following statements describe the general purpose and responsibilities assigned and should not be construed as an exhaustive list of all responsibilities, skills, efforts, or working conditions that may be assigned or skills that may be required.)
 

1. Read, understand, apply and adhere to all rules and guidelines set forth in the TEA Student Attendance Accounting Handbook and local attendance procedures manual.
2. Assist with student pre-registration and registration activities, including validating documentation for residency and the student’s eligibility to generate average daily attendance.
3. Process student enrollment and withdrawals ensuring application of proper ADA eligibility and leaver status codes in accordance with the TEA coding structure.
4. Enter, verify and resolve discrepancies pertaining to student demographic data, including birth date, spelling of name and social security numbers to maintain compliance with the TEA’s PID error rate threshold.
5. Collect and enter daily attendance and PEIMS data into established database and verify accuracy according to established checklists and procedures.
6. Run periodic status reports to verify teachers have posted attendance in accordance with the established timeline and provide notification to administrators to assist with resolving repeated deviations from the prescribed schedule.
7. Perform daily attendance updating, corrections, balancing tasks and other attendance accounting functions based on receipt of signed and dated official documentation, including admit slips, campus logs, doctors notes, excuse notes, etc.,
8. Recognize deficiencies in source documents and returns them to originator for correction/completion prior to applying any changes to student records.
9. File all attendance supporting documentation and reports in daily attendance folder or individual student attendance folders for audit purposes.
10. Enter student special program PEIMS codes from documents completed by designated staff (At Risk, Bilingual/ESL, Discipline, Promotion/Retention, etc.,) and maintain files of all support documentation.
11. Print daily, weekly, and six weeks attendance summaries and file checks to review data and documentation for completeness and accuracy.
12. Facilitate the state-mandated campus membership reconciliation process ensuring all counts are correct, No-Shows are removed from the system database and reports are signed, dated and submitted to central office by the established deadline.
13. Prepare and distribute various cyclical reports and other documentation to school administrators and other staff (enrollment, site counts, attendance, special programs, truancy, trends, etc.,) for monitoring, verification, accountability, funding, and campus improvement.
14. Be responsible for the integrity of all data maintained and promptly produce the required student attendance data sets upon request by administrators, central official or upon notification of an audit.
15. Maintain efficient and well organized electronic and paper data collection logs and files for student records, including permanent cumulative records and reports as required by TEA for audit purposes and local district reference.
16. Serve as the primary customary service contact for parents and students regarding student attendance questions, discrepancies, other general matters of concerns and reinforce importance of daily attendance by  
17. Assist in working cooperatively with campus and district staff to enter, compile, and validate data required for the district PEIMS submission according to the Student Attendance Accounting Handbook and PEIMS Data Standards.
18. Work directly with staff responsible for student attendance for credit and truancy responsibilities by preparing and distributing mailings and letters pertaining to excessive absences, initiating truancy prevention measures and providing data and reports as requested.
19. Provide basic training and support to end users at the campus on the established attendance protocol and attendance accounting procedures to ensure compliance with state standards.
20. Attend all required training sessions and meetings and apply all information and instructions provided to fulfill job responsibilities.

Other

21. Comply with district policies, as well as state and federal laws and regulations.
22. Exhibit the following core values: integrity, high expectations, commitment, respect, dedication to teamwork and passion for a student centered environment.
23. Demonstrate ethical and professional behavior, including punctually, congeniality, dependability and efficiency in order to enhance school operations and the work environment.
24. Participate in professional learning opportunities to increase skill and proficiency related to the work assignment.
25. Shall be subject to assignment and reassignment of positions or duties, additional duties, changes in responsibilities or work as authorized by the campus administrator.

SUPERVISORY RESPONSIBILITIES:
No supervisory duties.

 EQUIPMENT USED:

• Personal computer, network computerized system, fax machine, copier, scanners, and any other equipment needed for work efficiency.

WORKING CONDITIONS:
Mental Demands

• Maintain emotional control under stress
• Work with frequent interruptions
• Work with frequent deadlines
• Read and interpret lengthy volumes of information

Physical Demands

• Prolonged use of computer terminal, repeated data entry, intermittent standing, bending, and carrying of such items as paper and books 

Environmental Demands

• Normal office environment
• May work prolonged or irregular hours
• Occasional district-wide travel

**The State Board for Educator Certification will require all first time applicants for an initial credential to be fingerprinted as part of a national criminal background check. A cost of up to $49. 00 will be charged for fingerprinting
  The above statements describe the general purpose and responsibilities assigned to the job and are not an exhaustive list of all responsibilities, duties, and skills that may be required.  This job description is not an employment agreement or contract.  The administration has the exclusive right to alter this job description at any time without notice.
 

Approved by Immediate Supervisor:	Date:
Reviewed by HR Director:	Date:
Received by Employee:	Date:

 

The Beaumont Independent School District does not discriminate on the basis of age, color, disability, national origin, race, religion, or sex in the educational programs or activities that it operates and is an equal opportunity employer.