District Registrar (10005)

BASIC FUNCTION & RESPONSIBILITY: Assist the PEIMS Department and campuses with new student enrollment, returning student registration, and reporting of PEIMS data in state/federal submissions and TSDS core collections.

QUALIFICATIONS:

Education/Certification:

• High school diploma or GED
• TASBO certification preferred

Special Knowledge/Skills/Abilities:

• Bilingual preferred
• Strong knowledge of the Skyward Student SMS 2.0.
• Strong knowledge of Unique ID and the standards needed for identifying/claiming students in TSDS.
• Strong knowledge of Texas Education Data Standards and PEIMS business rules related to student identification and demographics, enrollment, and student academic, and alternative and supplemental services domains.
• Strong knowledge of the Texas Records Exchange system (TREx) and academic achievement record minimum standards.
• Knowledge of the Texas Education Agency Student Attendance Accounting Handbook.
• Ability to analyze large-scale data to identify underlying trends and root causes; translate findings into clear procedural documentation and train campus PEIMS staff.
• Ability to communicate clearly with attendance clerks, registrars, assistant principals, principals, counselors, PEIMS staff, and special program staff.
• Skill in communicating effectively, both verbally and in writing.
• Ability to maintain confidentiality and handle student information with accuracy and professionalism.
• Skill in preparing and maintaining accurate records and reports with established deadlines.
• Ability to work collaboratively with staff, parents, and district employees.
• Ability to prioritize and organize work responsibilities.

Experience:

• Minimum of three (3) years of campus/district registrar experience required
• Position requires demonstrated experience using a student information system and district reporting tools
• Demonstrated experience with enrollment, withdrawals, record transfers, transcripts, leavers, graduates, and student cumulative records

CHARACTERISTIC DUTIES & RESPONSIBILITIES: The essential functions, pursuant to the Americans with Disabilities Act, may include the characteristic duties, responsibilities, knowledge, skills, and abilities noted herein; however, this is not a comprehensive listing of all functions and tasks performed by positions found in this job description.

Main Responsibilities & Duties:

• Assist families with new student enrollment and returning student registration.
• Respond to parent, campus, and district questions related to student records, transcript requests, and registrar procedures.
• Move student transfers and special program placements in Skyward Student.
• Perform data entry for student transfers for PEIMS reporting purposes.
• Assist with submitting the weekly enrollment tracking files as required by the Texas Education Data Standards.
• Review student demographic, enrollment, withdrawal, leaver, graduate, academic, and special program data for accuracy before local deadlines and state submission windows.
• Oversee the district's new student online enrollment queue in Skyward Student.
• Serve as a notary for the district.
• Provide in-person support to campuses with registrar vacancies as needed.
• Monitor TREx for the district, ensuring campuses meet all state requirements for record requests.
• Assist with campus meetings, training sessions, workshops, and communication as needed.
• Collaborate with PEIMS, campus, and Service Center staff to resolve cross-functional student record issues.
• Develop and maintain a strong sense of customer service.
• Visit campuses as required to promote positive relationships between the campus staff and the PEIMS department.
• Communicate with various stakeholders including campus personnel, district and state administrators, other PEIMS personnel, etc.
• Create and customize reports for various departments as requested.
• Conduct random reviews of data at different campuses to ensure that the appropriate enrollment and leaver documentation is maintained.
• Maintain current knowledge of TEA guidance, Student Attendance Accounting Handbook updates, TWEDS changes, and district policy changes.
• Attend all regional PEIMS workshops and assist with disseminating information to various stakeholders.
• Shall comply with District policies, as well as state and federal laws and regulation.
• Shall comply with the standards of conduct set out in Board Policy (Legal) and (Local) and with any other policies, regulations, and guidelines that impose duties, requirements, or standards.
• Develop and maintain a strong sense of customer service.
• Work effectively with a team.
• Complete other duties as assigned.

SUPERVISION EXERCISED: None

MENTAL DEMANDS/PHYSICAL DEMANDS/ENVIRONMENTAL FACTORS:

• Tools/Equipment Used: Standard office equipment including personal computer and peripherals
• Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
• Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching
• Lifting: Occasional light lifting and carrying (less than 30 pounds)
• Environment: Work is normally performed in a typical interior office work environment with little or no exposure to physical risk.
• Mental Demands: Work with frequent interruptions; maintain emotional control under stress