Overview:

The Information Services (IS) Department at ResponsiveEd is actively engaged in the most significant technology transformation in our organizational history. We are migrating to a cloud centric environment for all student, campus and district operations including a district-wide adoption of Google’s G Suite and cloud based workflows. The Information Services team maintains a servant leadership approach to bring the latest innovations to improve the overall technology experience for our students, faculty, and staff.

Position Summary:

A PEIMS Specialist is responsible for working closely with Campus and Home Office staff in following processes related to student enrollment, withdrawal, attendance, special programs, discipline, class enrollment, and all other related to State-reporting student activities. Additionally, the PEIMS Specialist ensures to foster positive work relationships with peers within the Department, as well as with Campus / Home Office staff in order to ensure that PEIMS-related data is collected, entered, maintained, and reported in a coordinated manner.

The aim of a PEIMS Specialist is to align the outcome of his/her responsibilities and deliverables with the overall mission of the IS PEIMS Team, in order to ensure data accuracy and reporting in a timely manner. 

Qualifications:

Education/Certification

• High School Diploma/GED required.
• Bachelor’s degree desired.

Experience

• 2+ Years in customer support roles.
• 2+ Years experience in data entry, record keeping, word processing, and spreadsheet maintenance.
• Auditing experience preferred.
• PEIMS-reporting experience preferred

Required Knowledge, Skills, and Abilities

• Be a self-starter.
• Be well-organized.
• Proficiency in utilization of spreadsheets.
• Excellent verbal and written communication skills.
• Excellent problem-solving skills.
• Creative thinking to deliver innovative solutions.
• Strong personal and relationship building skills.
• Exceptional time management and organizational skills.
• General knowledge of computer systems (hardware/software/networking/Internet).
• Ability to learn, understand, and support multiple software systems on multiple device types and operating systems.
• Ability to maintain effective working relationships with a consistently positive attitude.
• Ability to meet established deadlines.
• Ability to maintain accurate and auditable records.
• Maintain a professional appearance and neat work area.
• Ability to travel (as required).

Responsibilities and Duties:

• Audit & approve enrollment and transfer enrollment records syncing from the admissions system in the Student Information System.
• Reactivate student enrollment if returned within 30 days from withdrawal.
• Add new & delete old enrollment records from future school year when the Academic Year rollover happens each Spring.
• Search state database (TEAL), for TSDS Enrollment information, to verify students based on provided proof of identity.
• Review provided documentation for proof of residency (Campus ID of Residence), At Risk coding, and eligibility determination for Pre-K enrollment.
• Maintain the student records and process requests for student information.
• Verify / Update student demographic data in Student Information System.
• Review Campus attendance data in the Student Information System, and verify accuracy according to prescribed procedures.
• Analyze and monitor campus enrollment, withdrawal, and attendance procedures.
• Enter / Audit / Maintain Special Programs Enrollment / Withdrawal records. Special Programs include EB, SpEd, Dyslexia Services, Dyslexia Risk, Migrant, Immigrant, etc.
• Review and provide guidance to Campuses with regards to scheduled classes and achievement records.
• Review Campus discipline records maintained in the Student Information System, and verify accuracy according to prescribed procedures.
• Review data recorded for Graduation Details (reported to the State) based on approved Graduation cover sheet and withdrawal form, prior to coding student withdrawn as a graduate.
• Resolve issues based on Duplicate Enrollments reports, or needed PID changes.
• Ensure Withdrawal Form & Supplemental Documentation meet needed guidelines. Follow-up with Campuses to minimize amount of students reported as dropouts.
• Create any necessary Needs Lists for each school each week, follow-up with the Campus Secretary / Registrar, and assist with necessary corrections as needed.
• If necessary, provide training to Campus Secretary / Registrar to perform PEIMS-related data entry respectively.
• Be available to assist with special assignments during the year (i.e. PEIMS verifications, Attendance reports, Achievements, discipline, etc.).
• Work with Campuses to review and sign-off on each 6-week Reporting Period End Reports.
• Work with Campuses to perform 1st and 4th Six Weeks Roster Reconciliations.
• Work with Campuses to review and sign-off on 3 PEIMS Submissions (Fall, Summer, Extended Year), and Other Core Collections (Charter School Waitlist, Winter Class Rosters.
• Assist PEIMS Team Leads/Coordinators to collect and/or provide guidance to Campuses for correcting data with regards to State and/or Federal Reporting Submissions.
• Assist PEIMS Team Leads/Coordinators to collect data for any District audits.
• Be available to assist with other special assignments related to State and/or Federal Reporting during the year.
• Assume new responsibilities as needed.

Equipment Used:

Computing Devices, Presentation and Telecommunication Equipment.

Mental Demands:

This individual must demonstrate initiative; be a self-motivated starter; perform tasks with little, or no supervision; work well as a member of a team or individually; demonstrate a proactive, positive attitude when establishing and maintaining relationships among District and/or Campus personnel; perform well under stress and maintain emotional control.

Physical / Environmental Factors:

The physical demands are representative of those that must be met by an employee to Solutionsfully perform the essential functions of this position. This position may require prolonged sitting, standing, walking, and the ability to lift, carry, push, or pull small items up to 50 lbs. unassisted. Other physical demands may include hand and eye coordination, manual dexterity, visual acuity, speech and hearing, repetitive motion, climbing, bending, stooping, crouching, kneeling, reaching, twisting, balancing, occasional prolonged or irregular hours, and driving to perform essential functions. A valid driver’s license and a good driving record will be required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.