PEIMS Clerk

Job Title: Special Education PEIMS Clerk Exemption Status: Nonexempt

Reports To: Dir./Coor. of Special Education Date Revised: June 2025

Department: Special Education Services

Location: Wise County Shared Services

This position is a 217 day position.

Primary Purpose:

The Special Education PEIMS Clerk is responsible for ensuring accurate, timely, and compliant reporting of all special education data for the six districts within the Wise County Shared Services Cooperative. This role supports state and federal reporting requirements by collaborating with campus and district staff to collect, verify, and maintain student data related to eligibility, services, timelines, and placements.

Qualifications:

Education/Certification:

• High school diploma or GED required
• PEIMS training/certification preferred

Special Knowledge/Skills:

• Familiarity with TEA PEIMS Data Standards and TSDS applications (preferred)
• Proficiency in student information systems (e.g., Ascender, Aesop, eSPED/Frontline, Canvas)
• Strong organizational skills and attention to detail
• Ability to prioritize tasks and meet deadlines
• Effective written and verbal communication skills
• Strong judgment and confidentiality in handling student records
• Proficiency with Google Workspace and data reporting tools

Experience:

• At least two years of clerical or data entry experience
• Preferred experience in a public school or special education setting
• Prior experience with PEIMS data entry or audit processes

Major Duties and Responsibilities:

• Gather, review, and enter special education data including eligibility, services, instructional settings, evaluation timelines, and staff assignments in coordination with LEA and Co-op staff.
• Ensure data accuracy and completeness in alignment with Texas Education Agency (TEA) PEIMS Data Standards and State Performance Plan Indicators (SPPIs).
• Partner with district PEIMS coordinators and special education personnel to verify and reconcile student records.
• Manage and submit special education data for all six districts during Fall, Mid-Year, Summer, and Extended Year PEIMS submissions.
• Track and maintain records for Child Find activities, evaluation and eligibility timelines, service start dates, and instructional settings.
• Assist with the preparation of compliance reports, rosters, and documentation required by TEA, Region Service Centers, and for internal audits.
• Collaborate with the Co-op Coordinator to address data discrepancies, documentation gaps, and timeline issues.
• Attend required trainings and stay current with TEA and TSDS PEIMS updates and reporting guidelines.
• Maintain confidentiality of student information in compliance with FERPA and district policies.
• Support ARD folder compliance, particularly for annual and initial ARDs.
• Perform additional duties as assigned.

Other

• Maintain confidentiality.
• Participate in staff development training programs, faculty meetings, and special events as assigned.
• Follow district safety protocols and emergency procedures.

Supervisory Responsibilities:

None

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including computer and peripherals; standard instructional equipment; other specialized and adaptive equipment used by students

Posture: Frequent standing; kneeling/squatting, bending/stooping, pushing/pulling, and twisting

Motion: Frequent walking and reaching

Lifting: Frequent light lifting and carrying (less than 15 pounds); Occasional heavy lifting (45 pounds or over) and positioning or students with physical disabilities, controlling behavior through physical restraint, assisting nonambulatory students, and lifting and moving adaptive and other classroom equipment

Environment: Work inside and outside (exposure to sun, heat, cold, and inclement weather); exposure to noise; exposure to biological hazards (bacteria, communicable diseases)

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.