Secretary - Financial - Intermediate **2026-2027 School Year**

Secretary

• Registrar

Intermediate

Job

Description

JOB

TITLE:

Secretary

• Registrar

Intermediate

DATE

REVISED:

May

20,

2025

REPORTS

TO:

Campus

Principal

DEPARTMENT/CAMPUS:

Campus

Assigned

PAY

GRADE/DUTY

DAYS:

CP4,

205

FLSA:

Non-Exempt

JOB

PURPOSE

SUMMARY:

This

position

is

responsible

for

managing

student

enrollment,

records,

scheduling,

and

attendance

while

serving

as

a

key

point

of

contact

for

families,

staff,

and

external

agencies.

The

role

ensures

accurate

data

entry

and

reporting

in

compliance

with

state

and

district

requirements,

including

PEIMS,

TEA

audits,

and

student

information

systems.

KEY

FUNCTIONS,

ESSENTIAL

DUTIES,

AND

RESPONSIBILITIES:

Student

Registration

Management:

1.

Serve

as

a

primary

point

of

contact

by

professionally

greeting

and

assisting

students,

parents,

staff,

and

visitors

in

person,

by

phone,

and

through

electronic

communication.

2.

Process

student

enrollments

for

all

new

and

returning

students

by

entering

demographic

information,

grade

level

placement,

special

program

data,

and

contact

details

into

the

student

information

system.

3.

Manage

student

withdrawals

and

ensure

accurate

data

entry

and

recordkeeping.

4.

Request

and

transmit

student

records

electronically

through

the

Texas

Records

Exchange

(TREx)

system

for

both

incoming

and

outgoing

students;

prepare

and

mail

record

requests

to

and

from

private

and

out-of-state

schools

as

needed.

5.

Monitor

and

organize

Power

of

Attorney

forms

and

Address

Affidavits

submitted

by

families.

6.

Coordinate

data

entry

for

progress

reports

and

report

cards;

ensure

the

accuracy

of

grades

by

correcting

incomplete

entries

and

implementing

grade

changes

as

verified

by

campus

administration.

7.

Maintain

secure

cumulative

folders

for

both

current

and

withdrawn

students;

manage

the

end-of-year

transfer

of

cumulative

records

to

designated

Intermediate

campuses.

8.

Input

course

requests

for

rising

6th-grade

students.

9.

Provide

assistance

with

school

operations,

including

front

office

coverage,

lunch

duty,

and

bus/carpool

supervision.

10.

Prepare

and

manage

the

school's

master

schedule

and

coordinate

individual

student

scheduling.

11.

Organize

and

facilitate

school

picture

day

logistics.

12.

Compile

and

generate

classification

reports

for

administrative

review.

13.

Demonstrate

proficiency

in

Microsoft

Word,

Outlook,

and

Excel

for

various

administrative

and

reporting

functions.

Compliance:

14.

Conduct

and

certify

data

verification

for

all

Public

Education

Information

Management

System

(PEIMS)

submissions,

as

well

as

weekly

Public

Education

Tracking

(PET)

updates.

15.

Perform

research

and

updates

to

PEIMS

data,

including

demographics,

leavers,

attendance,

and

special

programs.

1

Secretary

• Registrar

Intermediate

Job

Description

16.

Respond

to

formal

requests

for

enrollment

documentation

from

parents,

legal

representatives,

Child

Protective

Services

(CPS),

or

in

response

to

subpoenas;

maintain

secure

documentation

of

such

requests.

17.

Execute

Texas

Education

Agency

(TEA)

enrollment

audits

biannually

and

maintain

all

required

documentation.

18.

Maintain

and

certify

student

attendance

records

in

accordance

with

the

Texas

Student

Attendance

Accounting

Handbook.

19.

Monitor

and

document

excessive

absences,

tardies,

and

excused

absences;

verify

absences

with

parents

daily

and

certify

early

dismissals.

20.

Retain

all

necessary

documentation

for

attendance-related

TEA

audits

and

prepare

weekly

teacher

attendance

verification

reports.

21.

Enter

and

manage

truancy-related

data

in

the

Harris

County

Stay

in

School

database.

22.

Performs

all

duties

and

tasks

in

a

manner

consistent

with

all

applicable

policies,

procedures,

and

practices

within

the

Department

and

District,

with

all

applicable

local,

state,

and

federal

regulatory

requirements,

as

well

as

with

all

applicable

guidelines,

standards,

and

requirements

as

set

forth

by

governing

bodies

including,

without

limitation,

Texas

Health

&

Human

Services,

Texas

Education

Code,

State

Board

of

Education,

Texas

Education

Agency,

and

Texas

Association

of

School

Boards.

23.

Maintains

relevant

and

up-to-date

understanding,

working

knowledge,

and

proficiency

of

current

best

practices,

as

well

as

state

and

federal

mandates

for

proper

implementation

and

application

of

Response

to

Intervention,

Targeted

Instruction,

and

Multi-Tiered

Instructional

models.

24.

Fulfills

all

applicable

Texas

state

mandated

continuing

professional

education

requirements

applicable

to

the

credentialing

requirements

of

the

job.

25.

Demonstrates

applicable

standards

and

practices

of

professional

conduct

and

care

in

the

performance

of

the

job

function.

26.

Monitors

respective

work

activity,

and

the

work

activity

of

others,

for

variances

and

anomalies.

27.

Identifies

and

timely

reports

any

known

or

suspected

compliance

issues

to

appropriate

personnel.

28.

Participates,

as

assigned,

in

audits

and

in

the

preparation

for

audits,

whether

initiated

internally

or

externally.

29.

Adheres

to

all

other

District

wide

policies

and

procedures

including,

but

not

limited

to,

human

resources,

safety,

and

emergency

protocols.

General:

30.

Consistently

demonstrates

support

towards

the

District's

Shared

Vision,

Mission,

and

Promise

2

Purpose.

31.

Assists

department

leadership

in

the

compilation

of

miscellaneous

confidential

reports.

32.

Attends

departmental

and

District

meetings,

as

required.

33.

Consistently

displays

integrity,

responsibility,

accountability,

teamwork,

and

ethics.

34.

Performs

assigned

job

duties

and

responsibilities

in

accordance

with

established

performance

expectations,

as

well

as

with

District

policies,

procedures,

protocols,

and

standard

practices.

35.

Maintains

relevant

and

up-to-date

job

knowledge

by

participating

in

continuous

education

initiatives.

36.

Demonstrates

proficient

working

knowledge

and

understanding

of

Microsoft

Excel,

Word,

PowerPoint,

and

Outlook,

Google

Shared

applications

to

include

Google

Sheets,

Google

Docs,

and

Google

Slides,

as

well

as

database

systems

and

applications

relevant

to

the

job

function.

37.

Performs

other

duties

as

assigned.

MINIMUM

EDUCATION,

EXPERIENCE

&

CREDENTIAL

REQUIREMENTS

2

Secretary

• Registrar

Intermediate

Job

Description

High

School

Diploma,

or

equivalent

GED

One

year

of

experience

working

in

a

clerical

role

or

similar

capacity;

or

An

equivalent

combination

of

education

and

experience

CORE

KNOWLEDGE,

SKILLS

&

ABILITIES:

Consider

the

most

important

knowledge,

skills

and

abilities

and

add

them

here.

Here

is

a

(not

exhaustive)

list

of

Core

KSA's .

There

are

a

few

below

as

examples.

Additional

resources

are

available

on

onetonline.org

(search

for

similar

job

and

scroll

to

see

skills,

knowledge

and

abilities)

(remove

this

explanation

from

JD)

Organization

• Uses

resources

effectively

and

efficiently,

arranges

information

and

data

in

a

useful

manner,

assembles

and

orchestrates

resources

to

meet

departmental

deadlines.

Attention

to

Detail

-

Achieves

thoroughness

and

accuracy

when

accomplishing

a

task

through

concern

for

all

the

areas

involved.

Communication

(Written

&

Verbal)

-

Conveys

verbal

and

written

information

using

effective

techniques

and

approaches

that

provide

clarity,

promote

teamwork,

and

drive

efficiency.

Interpersonal

Skills

-

Exhibits

the

ability

to

excel

in

a

team

atmosphere,

working

towards

a

common

goal

while

adhering

to

departmental

deadlines

and

district

guidelines.

PHYSICAL

REQUIREMENTS

&

WORKING

CONDITIONS:

This

position

requires

frequent

sitting,

walking,

standing,

reading,

seeing,

speaking,

hearing,

listening,

organizing,

interpreting

data

and

information,

operating

office

equipment,

typing

using

a

computer

keyboard

and

mouse,

viewing

a

computer

screen

monitor,

and

use

of

a

telephone.

The

working

environment

consists

of

an

indoor

and

climate-controlled

setting

the

majority

of

the

time.

EMPLOYEE

ACKNOWLEDGEMENT:

My

signature

below

acknowledges

that

I

have

received

and

read

my

job

description,

and

that

I

understand

the

scope,

essential

job

duties,

knowledge,

skills,

and

abilities,

and

working

environment

that

apply

to

my

job.

I

further

acknowledge

that

I

can

safely

and

effectively

perform

the

essential

job

duties

with

or

without

reasonable

accommodation,

and

in

accordance

with

the

policies,

procedures,

expectations,

and

standards

of

the

District.

Employee

Printed

Name:

_____

Employee

ID

Number:

_____

Employee

Signature:

_____

Date:

___

3

Secretary

• Registrar

Intermediate

Job

Description

4