Student Data Secretary - Pool Secondary (2025-2026 School Year)

Grapevine-Colleyville ISD; Grapevine (TX); On-site; USD 30,000 - 40,000; Full time

Job summary

Grapevine-Colleyville ISD is seeking a Data Entry Clerk for the 2025-2026 school year starting July 16, 2025. This role involves accurate data entry for student attendance and records management, alongside communication with parents and faculty. Candidates should have a high school diploma and experience in data entry, ideally in an educational setting, and possess effective organizational and communication skills.

Qualifications

• Two years of data entry experience.
• Previous experience in an educational setting preferred.

Responsibilities

• Enter student attendance and demographic data into established database.
• Prepare and print attendance and enrollment reports.
• Act as campus liaison for new student parents.

Skills

Proficient computer skills

Effective organization

Communication skills

Interpersonal skills

Education

High School diploma or equivalent

Job description

Primary Purpose:

The primary purpose is to maintain accurate records for the campus. Under direct supervision, perform data entry, including attendance, Public Education Information Management System (PEIMS) data, student data, and grades.

Position is for the 2025-2026 school year and starts on July 16, 2025.

Qualifications

Education/Experience:

High School diploma or equivalent

Two years of data entry experience

Previous experience in an educational setting preferred

Special Knowledge/Skills:

Proficient computer skills, including demonstrated ability to develop spreadsheets and databases

Proficient in word processing, keyboarding, and file maintenance

Effective organization, communication, and interpersonal skills

Knowledge of District organization and operations

Ability to operate office equipment

Major Responsibilities and Duties:

Data/File Management

• Collect and enter student attendance data into established database and verify accuracy according to procedures, including verifying and coding teachers’ attendance reports daily. Monitor student sign-out book and update as necessary.
• Collect and enter student demographic and PEIMS data into established database and verify accuracy to ensure data integrity according to TEA standards.
• Conduct TEA PEIMS audit, running pre-PEIMS reports to locate and correct errors prior to reporting deadlines.

Records and Reports

• Prepare and print reports, including attendance reports, registers, enrollment reports, grades, class and personnel rosters, contact hour reports, end-of-semester reports, and accounting reports.
• Maintain and update physical and computerized records, including student data, folders, registration info, progress and failure reports, rosters, grade books, and schedule changes.
• Process new student records, including requesting transcripts, creating enrollment packets, and entering data into databases.
• Notify district personnel of students requiring services like ESOL, GT, At-Risk, etc.

Correspondence

• Act as campus liaison for parents of new students, providing tours, campus procedures, and faculty introductions.
• Verify residency, including notarizing affidavits.
• Serve as liaison for Family Access, processing requests and assisting with questions.
• Assist parents, students, and faculty with attendance questions.
• Process student withdrawals and ensure return of campus property.
• Transmit requests for student information and transcripts.
• Call parents to verify student absences as needed.
• Report attendance problems to the administrator.
• Assist in campus office duties, including answering phones and greeting visitors.

Other

• Maintain records per campus crisis plan and serve on Crisis Response Team.
• Collaborate with central administration regarding PEIMS, scheduling, databases, and Family Access.
• Participate in meetings and training sessions.
• Assist in campus duty assignments as required.
• Maintain confidentiality and consistent attendance.
• Perform other duties as assigned.

Working Conditions

Mental/Physical/Environmental Demands:

Maintain emotional control under stress; repetitive hand motions; prolonged computer use; continuous sitting; patience and flexibility in changing demands; interacting with parents, staff, students, visitors, and the public, including working with interruptions.