PreK Compliance and Enrollment Specialist

Job Title: PreK Compliance and Enrollment Specialist

Wage/Hour Status: Non-Exempt

Duty Days: M-F

Reports to: Executive Director of Enrollment Services

Dept./School:  Enrollment Services/Home Office

Work Location: Home Office-Lewisville / 1 day remote

Travel: Not Applicable

Supervises Others: No

Department Overview:

The Enrollment Services Department of ResponsiveEd actively engages with Campuses and Pre-Kindergarten Site Partners to ensure that the student admission process is streamlined and efficient, while maintaining State and organizational compliance.

Position Summary:

A PreK Compliance and Enrollment Specialist is responsible for working closely with Pre-Kindergarten Site Partners’ staff in following processes related to student enrollment, withdrawal, class scheduling, attendance, special programs, and all other related to State-reporting student activities. Additionally, the PreK Compliance and Enrollment Specialist ensures to foster positive work relationships with peers within the Department, as well as with other 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 PreK Compliance and Enrollment Specialist is to align the outcome of his/her responsibilities and deliverables with the overall mission of the Enrollment Services 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.

• Bilingual 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.

• Google Apps suite knowledge 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*:

• Process submitted student applications and registration forms for student enrollment, inclusive of evaluating eligibility criteria.

• Communicate with PK partners to assist in the timely resolution of procedural and/or technical issues arising during the student enrollment process.
• Prepare / maintain student cumulative record folders according to District and State guidelines.

• 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.

• Schedule students in attendance and/or PK-enrollment classes.
• Process incoming requests for student records for transferred enrollment.
• Process gathered paper attendance in the Student Information System.
• Process withdrawal of students from the program, by ensuring that Withdrawal Form & Supplemental Documentation meet needed guidelines.
• Monitor PK Sites’ calendar and collect applicable Professional Development agendas & Attendance Sign-In Sheets.
• Communicate with IS PEIMS Assistant and Coordinator when PK Site notifies of unexpected closure, delayed start, or early release of students as it affects the Site’s current school year calendar.

• Analyze and monitor campus enrollment, withdrawal, and attendance procedures.

• Communicate effectively with PK partners with questions arising due to finding duplicate student enrollment, excessive absences that may lead to withdrawal from the program, attendance and other scheduling-related clarifications.

• Monitor applicable Special Programs information (ie. EB, Homeless, Foster Care, Military Connected, Economically Disadvantaged, etc.) coding to ensure accurate reporting of student data and maintenance of the ADA eligibility of students.

• Run, review and sign-off on each 6-week Reporting Period End Reports.

• Work with IS PEIMS to perform 1st and 4th Six Weeks Roster Reconciliations.

• Work with IS PEIMS to correct errors and sign-off on 3 PEIMS Submissions (Fall, Summer, Extended Year), and Other Core Collections (Charter School Waitlist, Winter Class Rosters, ECDS PK, etc.).

• Maintain immunization records of students within the Student Information System.
• Process paper Socioeconomic Forms (in the absence of electronically-submitted ones) for accurate Economically Disadvantaged indicator.

• Assume new responsibilities as needed.

*The responsibilities listed are for the team, however every specialist may only conduct some of the listed ones.

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 successfully perform the

essential functions of this position. In compliance with the Americans with Disabilities Act, the employer may provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer..

At-Will Employment:

Nothing contained in this job description creates an employment contract or alters the at-will nature of employment. Employment with ResponsiveEd / Blue Learning is at will unless otherwise provided by applicable law or written agreement.

Equal Employment Opportunity:

ResponsiveEd Texas does not discriminate against any employee or applicant for employment because of race,

color, religion, sex (including pregnancy), national origin, age, disability, military status, genetic information, or on any other basis prohibited by law and provides equal access to the Boy Scouts of America and other designated youth groups. Employment decisions will be made on the basis of each applicant’s job qualifications, experience, and abilities, as well as the school’s needs. Questions or concerns about discrimination based on sex, including sexual harassment, should contact Beckie Allen, the school’s Title IX Coordinator, at 972-316-3663, [email protected], or 1301 Waters Ridge Dr., Lewisville, TX 75057. Questions or concerns relating to discrimination for any other reason should be directed to Casey Morgan, Executive Director of Human Resources, at 972-316-3663, [email protected], or 1301 Waters Ridge Dr., Lewisville, TX 75057.