REGISTRAR HIGH SCHOOL 2024-2025

Ector County Independent School District (TX) • Odessa, TX

352d

About The Position

The Registrar/PEIMS Clerk is responsible for efficiently maintaining scholastic, PEIMS, and other data/records as required. This position involves a variety of tasks related to student enrollment, record keeping, and compliance with educational guidelines.

Requirements

• High school diploma or equivalent.

Responsibilities

• Maintain and file records for all students, including registering/withdrawing new/returning/exiting students.
• Work closely with ECISD Departments, particularly Student Attendance Office and Records Management, Special Populations Departments & Information Systems.
• Answer all incoming calls concerning enrollment, sending & receiving/requesting transcripts from out of school students/other school districts, immunization requests, verification of graduation from employment agencies or government agencies, course and credit questions.
• Affix TAKS, SAT, ACT, End of Course Exams, PSAT & AP to score cards.
• Create packaging slip & collect records to be sent to Records Management Department, including withdrawn students and graduates; flag transcripts with delinquent account information.
• Make address corrections and verify social security numbers for accuracy.
• Complete student cumulative folder with completed withdrawal forms and transcripts.
• Document records of the school where the student will attend.
• Evaluate transcripts by being knowledgeable of all TEA and ECISD guidelines, evaluating courses and credit-TEA numbers and local credits from other states.
• Call other school districts for course descriptions to help determine a corresponding Texas course, input attendance, courses and credit information credit by exam, correspondence course and dual credit into the computer.
• Notify teachers, bookkeeper, librarian, and textbook manager of withdrawal status of students.
• Assist ECISD personnel by checking credit count, date of first enrollment, date of birth, and proof of residency.
• Verify address, absences, and possible discipline records.
• Complete folders before counselor visitation.
• Forward immunization records to the school nurse; verify address boundaries, faxing information to junior highs.
• Ensure accurate PEIMS coding including leaver coding.
• Document records sent to schools for leaver code information.
• Change withdrawal codes if applicable, evaluate leaver report and transcripts to make changes for PEIMS leaver reporting.
• Verify graduate report for graduation date, withdrawal date, graduation code, special education, college-bound, non-graduate data, etc.
• Prepare year-end status report.
• Determine grade level of students for the next school year.
• Assist in the Dropout Recovery procedures.
• Assist in the Completion Rate procedures.
• Maintain current year grades, track grade changes and grade averaging.
• Verify pass/fail indicator codes.
• Verify master schedule information (300 & 305 Records) for summer PEIMS submission.
• Maintain membership counts on SharePoint site.
• Participate in balancing attendance membership numbers with other members of Den each 6 weeks' attendance accounting period.
• Assist with graduation duties, including working closely with the vice principal on all graduation duties.
• Collect diploma cards from each senior with correct name and identification number.
• Create a database listing each senior from Permian & Alternative Center.
• Create alphabetical labels for photographer cards cross-checking the list an average of three times.
• Keep the list updated as withdrawals occur.
• Communicate with and coordinate with diploma printer.
• Submit the list of graduates to Jostens for printing.
• Complete certificates of attendance for Foreign Exchange students and certificates of completion for TAKS failures.
• Send data list to State Representative's office.
• Submit the list to the local newspaper for printing in a special edition of graduation.
• Create and organize seating charts, stadium layouts, layouts showing processional/recessional and state layout/seating arrangement.
• Order corsages, boutonnieres, and plants for the ceremony.
• Collate information for folders for all assistants working graduation.
• Insert diplomas for delinquent accounts/honor cords, etc.
• Distribute diplomas to graduates following graduation.
• Add summer school graduates to diploma list and make diplomas for graduates.
• Take Top Ten medals and diploma covers.
• Coordinate Top Ten Reception, creating invitations to be mailed, mailing of invitations to top ten students and parents and to ECISD personnel, ordering food for reception, setting up/cleaning up reception.
• Re-evaluate after summer school to recode students advancing or graduating.
• Supervise student assistants and train in general duties.
• Provide notary public services.
• Attend required staff/department training sessions.
• Assist students with college applications, GPA's rank in class and all testing information.
• Keep updated with technology.
• Assist in developing forms/plans for educational planning.
• Assist counselors with testing and questions concerning courses, credit, and educational planning.
• Determine credit count for grade level purposes and for special education and cluster program.
• Explain code of conduct, zero tolerance, home language survey, student information card, internet agreement and other materials.
• Assist coaches for prospective scholarships.
• Assist with other duties deemed necessary by administrators.

What This Job Offers

• Job Type: Full-time
• Industry: Executive, Legislative, and Other General Government Support
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees