Job Title
Manager, Student Records
Evaluation Type
Paraprofessional
Department
Assigned Campus
BASIC FUNCTION & RESPONSIBILITY: Create, maintain and process student enrollment, transfer, and withdrawal records; assist with development of campus master schedule; collect and process student grades and corrections.
QUALIFICATIONS:
Education/Certification:
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High school diploma or equivalent
Special Knowledge/Skills/Abilities:
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Knowledge of Texas Education Agency rules, regulations, and procedures
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Knowledge of University Interscholastic League (UIL) rules, regulations, and procedures
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Knowledge of master scheduling techniques
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Knowledge of Public Education Information Management Systems (PEIMS) rules, regulations, and procedures
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Skill in operating standard computer and software applications, including but not limited to electronic mail, word processing, spreadsheets, databases, and presentations
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Skill in communicating effectively, both verbally and in writing
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Skill in preparing and maintaining accurate records and reports
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Ability to work collaboratively with staff, parents, and District employees
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Ability to prioritize and organize work responsibilities
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Ability to maintain accurate and auditable records
Experience:
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Three (3) years of related experience
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.
Support of Administrative, Fiscal and/or Facilities Functions:
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Serves as PEIMS coordinator. Maintain physical and computerized records including student cumulative folders, progress and failure reports, class rosters, schedule changes, and grade books.
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Positive working relationship with all guidance counselors, providing them necessary information for student scheduling, personal counseling, and testing.
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Interact with high school administrative personnel in a positive manner, as you supply information in regards to their various duties.
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A positive working relationship with all teachers as you instruct them in the grading processes, as well as supply information to them about new or withdrawing students.
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This position requires a positive working relationship with the computer coordinator for the high school and the district office, as these individuals do all data entry which is used to produce the documents necessary to perform registrar functions.
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Provide registration information to all departments, including new students entrance grades to teachers.
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Withdraw students from computer and maintain up-to-date enrollments.
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Request records for new students and interpret grades/credits on transcript and/or grade form, issuing the proper documentation for computer entry.
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Coordinate all records received, records sent, transcripts, and report cards with the individual guidance counselors.
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Send records of all students leaving the high school. Send all final transcripts of graduating seniors to colleges. Send certified transcripts to various schools, agencies, and employees upon request.
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All transcripts have the Manager of Student Records personal signature stamp and the school seal.
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Coordinate the grading process every six weeks with proper instructions issued to teachers and computer services. This includes the distribution of report cards as well as preparing all grade corrections from teachers for their computer entry and helping with grade changes before report cards are printed.
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Post all summer school correspondence, and other grade/credits earned by active and post-graduate students by hand and prepare the appropriate documentation for computer entry.
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Maintain all permanent records of students who have ever attended High School and send or copy these records for individuals, state and federal agencies, colleges, employers, and any other that request the information. These responsibilities also go out with the manager of student records’ personal signature and the school seal.
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Certify all senior graduates, along with the senior counselor, by a process that begins after the fall semester, determining who walks, who graduates, and what deficiencies exist for some students.
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Prepare monthly reports of enrollment to the principal and central office, as well as the principal reports for PEIMS every six weeks.
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Update PEIMS information as needed on dropouts, post-graduation information, and any other reports requested by administration.
Student/Parent Support:
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Answer questions of the general public and parents as regards to school policy, rules, curriculum, state requirements for public education, and others when necessary.
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Supply general information about Bastrop ISD and high school eligibility for enrollment, transportation, cafeteria services, and other information as needed.
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Be prepared to interpret school policy to parents and students in various modes of positive and negative situations and judging when an administrator needs to be consulted and/or involved.
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During the enrollment of students, the school nurse must be notified to review the immunization record before the child is officially enrolled.
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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.
Organization Improvement:
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Work collaboratively to improve programs.
Professional Growth and Development:
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Participate in professional development that increases effectiveness and improves District performance.
School/Community Relations:
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Interact positively with employees and the community to provide needed information and to promote the District in a favorable manner.
Organization Morale:
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Participate in team building activities and the decision-making process as appropriate.
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Communicate and collaborate with campus/department staff to enhance service delivery and customer satisfaction.
Other Responsibilities:
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Comply with policies established by federal law, including but not limited to State Board of Education and local Board policy.
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Perform other job-related duties as assigned.
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Must meet report deadlines in a timely manner.
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Follow district policies and procedures pertaining to the job assignment.
SUPERVISION EXERCISED: None
MENTAL DEMANDS/PHYSICAL DEMANDS/ENVIRONMENTAL FACTORS:
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Tools/Equipment Used: Standard office equipment including personal computer and peripherals
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Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
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Motion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching
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Lifting: Occasional light lifting and carrying (less than 15 pounds)
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Environment: May work prolonged or irregular hours
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Mental Demands: Work with frequent interruptions; maintain emotional control under stress
