Primary Purpose:
Supervise staff and manage the registrar/computer service coordinator's office including PEIMS reporting, grades, class rank/gpa, transcripts, enrollment statistics, certifying graduates and maintaining a permanent record for all students past and present. Supervise the maintenance of all areas of student scheduling into FinancePlus and coordinate printing of all documents needed for the campus. Act as the liaison between the campus and central office for all FinancePlus needs.
Qualifications:
Education/Certification:
High school diploma or equivalent
Special Knowledge and Skills:
Ability to maintain accurate and auditable records
Ability to use personal computer and software to develop or maintain spreadsheets and databases, and do word processing
Proficient typing, keyboarding, and file maintenance skills
Basic math skills
Strong organizational, communication, and interpersonal skills
Experience:
One to three years experience clerical experience, preferably in public education environment
Major Responsibilities and Duties:
- Project a caring, supportive attitude toward students to foster a desire in each student to achieve their highest potential.
- Maintain a positive working relationship with faculty, administrators, counselors, and peers to nurture the mission of the campus.
- Communicate effectively with parents and the community to project a positive image that enhances the mission of the campus.
- Maintain positive open line of communication with central office personnel to ensure this campus the support needed to maintain and enhance technological capabilities.
- Provide support and awareness of district and community needs and take action to support them.
- Supervise clerks and manage the registrar's office.
- Liaison with Pinnacle technician and MIS department at central office for FinancePlus problems.
- Prepare and submit orders for paper, forms and supplies annually for the registrar's office.
- Coordinate with the lead counselor and principal the development of the course catalog and master schedule for student scheduling.
- Supervise the technical clerks in the development and maintenance of the course catalog and master schedule in the Pentamation system for student scheduling, teacher scheduling and all support data.
- Serve as the campus PEIMS coordinator responsible for the collection, input and maintenance of all PEIMS data relative to campus such as student demographics, scheduling, attendance, and student placement in special programs such as Special Education, At-Risk, G/T, ESL, and Bilingual. Supervise the verification process of PEIMS report for AEIS report.
- Coordinate with the building principal, Pinnacle technician, and MIS department all grading cycles.
- Supervise the technical clerks in processing the grade corrections, for generation of student report cards and all support data required for administrators and the district.
- Maintain records required by policy regulation, law, or good practice.
- Supervise the entry and withdrawal process for students.
- Supervise the maintenance of student enrollment totals for the campus and submit monthly enrollment reports to building principal and district office.
- Supply general information about Tomball ISD, Tomball High School, and Tomball Memorial High School eligibility for enrollment, transportation, cafeteria services, and other information as needed.
- Supervise microfilming of student records at Harris County Department of Education annually and coordinate storage of these records according to state guidelines at the Baker Street facility.
- Supervise processing of new student entrance grades. (Evaluate and determine number of credits earned, convert alpha to numerical grade changes, if necessary, and distribute to teachers, counselors and technical aides for recording in gradebook and Pentamation for report cards and transcripts.)
- Supervise the collection of all grades and determine the validity of courses to be included in class rank, GPA, and grade point values for all courses. Generate GPA and class rank as established by campus guidelines and school board policy. Supervise the verification process prior to release of this data.
- Collect all student grades and credits earned, within the school year, outside the regular classroom setting. (summer school grades, correspondence grades, credit by exam, credit for acceleration) and supervise the recording of these grades by technical aides in Pentamation.
- Supervise and maintain a master schedule history file for building #2 and #9000 for transcript purposes.
- Maintain course equivalency file for PEIMS and transcripts in both building #2 and #9000.
- Evaluate new student records and create a transcript record for each new student. This includes determining courses to receive credit, matching courses with state PEIMS numbers, and building records in the Pentamation system to produce a printed transcript for each student.
- Supervise the verification of accuracy of each newly printed transcript against previously printed data on existing transcripts.
- Send certified transcripts to students, colleges, employers, etc. upon request.
- Collect transcript monies and submit deposits to bookkeeper to be used for microfilming charges.
- Coordinate with the counselors to verify and document that all seniors have met state and local requirements for graduation.
- Verify senior transcripts, sign and stamp them to prepare them for colleges, employers and to retain as their permanent record for microfilming.
- Answer questions of the general public and parents in regards to school policy, rules, curriculum, state requirements for public education, etc. as necessary.
- Present the district to new parents, students, and the general public in a positive manner, being always mindful of professional discretion with regards to the information this position is privileged to maintain.
- Attend computer seminars as permitted and demonstrate a willingness to serve on committees to promote the goals of the district or campus.
- Demonstrate a willingness to attend classes for extended training at a college or business school to increase and/or maintain skills to be effective in this position.
Supervisory Responsibilities:
None
Equipment Used:
Computer, typewriter, printer, copier, fax machine, calculator, and laminator.
Working Conditions:
Mental Demands/Physical Demands/Environmental Factors:
Work with frequent interruptions, maintain emotional control under stress. Repetitive hand motions, prolonged use of computer. Moderate walking, standing, heavy lifting and carrying; climbing, stooping, bending, kneeling, and reaching.
Wage/Hour Status: Non-Exempt
Pay Grade: Administrative Support 5
Reports to: Principal
Days: 220