Job Title: District Attendance Clerk

 

Wage/Hour Status: Non-Exempt
Reports To: District PEIMS Clerk

Date Revised: April 2025
Department: Central Administration

 

Primary Purpose:

To ensure the accuracy, integrity, and timely reporting of district-wide attendance data in compliance with state and local policies. The District Attendance Clerk coordinates with campuses, manages attendance documentation, monitors truancy thresholds, and supports student record functions for all Rogers ISD campuses.

Qualifications

Education/Certification:

High school diploma

 

Special Knowledge/Skills:

Strong attention to detail and data accuracy

Proficiency with student information systems (e.g., ASCENDER)

Knowledge of TEA attendance policies and truancy prevention guidelines

Strong communication and interpersonal skills

Bilingual (English/Spanish) preferred

Ability to work independently and manage multiple tasks

Experience:

Experience in a school district or administrative setting preferred

PEIMS or attendance management experience is a plus

Major Responsibilities and Duties:

Attendance Data Management:

1. Monitor daily attendance for all campuses (elementary, middle, and high school)
2. Ensure accurate entry and correction of attendance codes
3. Audit and balance records across campuses to meet PEIMS submission requirements

Absence Documentation:

1. Collect, record, and file all parent and medical notes
2. Maintain digital or physical records per district/TEA guidelines
3. Input documentation into student information system in a timely manner

Truancy Prevention and Intervention:

1. Monitor excessive absences and communicate with campus administrators weekly
2. Generate and distribute required truancy notifications
3. Maintain detailed logs of all attendance letters and parent communication
4. Provide data for intervention meetings (attendance at meetings not required)

Parent Communication and Support:

1. Contact parents regarding absences, tardies, and documentation needs
2. Serve as a resource for families on attendance-related questions
3. Provide language-appropriate communication as needed

Coordination with District Staff:

1. Collaborate with District Registrar and PEIMS Coordinator on reporting accuracy
2. Support PEIMS snapshots and submission timelines
3. Coordinate with campus staff to ensure consistency in documentation

Reporting and Documentation:

1. Run and distribute attendance reports (daily, weekly, monthly)
2. Submit reports for state and federal compliance
3. Identify and report trends in absenteeism

Student Records Management:

1. Maintain accurate and up-to-date records across all campuses
2. Cross-trained to assist with enrollment, withdrawal, and transcript requests
3. Issue Verification of Enrollment (VOE) forms as needed

Attendance Letters and Forms Management:

1. Print and track attendance-related letters weekly
2. Process Attendance Change Forms with proper documentation

Report Card and Parent Portal Support:

1. Post progress and report cards on schedule
2. Print and distribute Parent Portal login letters and support families with access

Shared Services Coordination:

1. Track attendance for students served in Shared Services or inter-district placements
2. Ensure accurate reporting with receiving campuses and program staff

Additional Duties:

1. Prepare Social Security letters and verification documents
2. Support data validation, audits, and special attendance programs
3. Perform other duties as assigned

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

Frequent prolonged sitting

Repetitive hand motions; prolonged use of computer

Occasional lifting up to 25 pounds

Fast-paced environment with frequent interruptions

Maintain confidentiality of student information