Job Title:   High School Secretary / Registrar / PEIMS Clerk

Exemption Status/Test: Nonexempt

Reports to: Principal

Date Revised: 04/2026

School: Port Aransas High School

Number of workdays: 206

Primary Purpose:

Ensure efficient operation of the school’s administrative office and provide clerical services for the school's administrative staff. Maintain student academic records at the campus level. Process student enrollment, transfers, and withdrawals for the campus. Maintain accurate attendance records for the campus. Perform data entry including attendance, Public Education Information Management System (PEIMS) data, and grades.

 

Qualifications:

Education/Certification:

High school diploma or GED

 

Special Knowledge/Skills:

Strong organizational, communication, and interpersonal skills

Ability to maintain accurate and auditable records

Ability to meet established deadlines

Ability to perform a variety of tasks often changing assignment on short notice

 

Experience:

Secretarial / data entry experience preferred

Major Responsibilities and Duties:

Records, Reports, and Correspondence

1. Maintain strict confidentiality. 
2. Collect and enter attendance and PEIMS data into an established database and verify accuracy according to prescribed procedures. 
3. Assist with the enrollment, withdrawal and transfer of students, including sending or requesting student records to/from other districts. 
4. Maintain a daily teacher attendance log and record for substitute teachers. 
5. Coordinate grade reporting process, including verification of and correction of grades and prepare and distribute report cards according to established procedures. 
6. Maintain student academic records and process requests for student information. 
7. Compile, and maintain all reports, records and other documents as required. Maintain student records according to established procedures. 
8. Monitor and process time records including leave requests and reports and submit reports to the central office according to established procedures and deadlines.
9. Maintain a school calendar of events.
10. Assist parents, students and faculty with questions regarding student attendance. 
11. Contact parents / guardians to verify student absences as needed and report attendance problems to designated administrators. 

Other

1. Greet and direct campus visitors. Sign in visitors using the designated school visitor logging system.
2. Receive incoming calls, take reliable messages, and route to appropriate staff.
3. Assist students, teachers, and parents as needed.
4. Receive, sort and distribute mail, messages documents and other deliveries.
5. Maintain strict confidentiality.
6. Schedule substitute teachers for teaching assignments. 
7. In absence of a school nurse, administer approved medication to students, check temperatures and notify parents of student illness. 
8. Assist with planning, preparation, and setup of faculty and student campus activities.
9. Coordinate the ordering and distribution of all graduate materials, including caps, gowns and diplomas (high school only).
10. Follow district safety protocols and emergency procedures.

Supervisory Responsibilities:

Monitor the work of student clerical aides as assigned. 

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours

Mental Demands: Work with frequent interruptions; maintain emotional control under stress.

Regular on-time attendance is an essential function of this position.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required. This job description remains valid unless or until the job description is updated. 

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