• Job Description

  Req#: 1115
  Position Type:
  Classified/ PIMS Coordinator/Pupil Services Administrative Assistant
  
  
  Date Posted:
  7/31/2025
  
  
  Location:
  Administration Office
  
  
  Date Available:
  2025-2026 SY
  
  
  Manage the collection of student data and reporting to the Pennsylvania Information Management System (PIMS). This requires validation and submissions, notifying staff of timeliness, needs, and requirements; coordinating training, data cleanup; and providing support to staff maintaining data.
  Associate’s Degree, preferred.
  A minimum of a high school diploma, with secretarial experience including word processing, spreadsheets, and databases.
  Communicate with PDE representatives and the district information system, and within the school district concerning PIMS system changes/requirements.
  Maintain procedural knowledge of state and federal guidelines for data reporting, as well as technical knowledge of the systems used.
  Understand and correctly interpret error reports related to the data movement process between the district and PDE systems and collaborate with appropriate data owners.
  Perform other duties, as assigned, that deal with the areas of the district’s Student Information System and PIMS.
  Maintain current and accurate data for all district students, including the homeless, expelled, home-schooled, home-bound, and students placed outside the district.
  Assist with the declaration of McKinney-Vento eligible students and help facilitate the necessary services for the district families.
  Keep up-to-date on current policies, BECs, Administrative Regulations, etc., as they are related to pupil services and/or child accounting.
  Submit the Act 80 Request and PDE reports.
  Verify and maintain pertinent information needed for the Child Accounting Collection. Examples: Instructional Time calculations, Days in Session calculations; Coding of Foster students, non-resident tuition students, tuition-waiver students, etc.
  Coordinate attendance and discipline reporting with building personnel and secretaries, as needed, for State submissions.
  Provide data and documentation for district invoicing for non-resident students, fostering connections with students, and district-paid tuition students.
  Organize and maintain the yearly child accounting records to be used in future audits.
  Complete the yearly PDE Child Accounting reports and meet with auditors, responding to questions, as needed, with regard to PDE reports.
  Review, process, and maintain district residency and guardianship affidavits.
  Provide pupil services support on behalf of the district, including assisting in attendance, child accounting, entries, withdrawals, and address changes of district students and state reports.
  Assist the register with residency checks by running reports and sorting data to prepare for residency research. Also serves as a backup to do residency background checks.
  Assist the director with Best Interest Determination (BID) meetings for foster and residential students. This includes determining the home district, educational rights, type of placement, status of biological parents, and court involvement. This data will impact child accounting and PIMS reporting.
  Utilize databases and other district software and technology, proficiently, as dictated by the supervisor.
  Keep the PIMS/child accounting/pupil services office running smoothly and efficiently.
  Receive incoming phone calls in a professional manner and route and/or handle, them as appropriate.
  Perform any duties and responsibilities that are within the scope of employment, as assigned by the Director of Special Education or designee.
  Strong human relations skills.
  Must be courteous, congenial, cooperative, and service-oriented.
  Professional appearance.
  Utilize databases and other district software and technology proficiently, as designated by the supervisor.
  Must be able to work independently or in a team (as circumstances warrant), and able to work with frequent interruptions.
  Must be able to communicate effectively with students, personnel at all levels, and members of the public.
  Follow written and verbal directions, provide direction, and motivate peers.
  Must be able to read/write/correspond clearly, concisely, and effectively at a post-secondary level; interpret and follow district policies, regulations, and work rules; and exercise good judgment.
  Must appropriately handle confidential information.
  Ability to walk, stand, and sit.
  Ability to bend, twist, and climb stairs.
  Ability to reach above and below the waist.
  Ability to use fingers to pick, feel, and grasp objects.
  Ability to use both hands for repetitive motion.
  Occasionally lift/push and/or move up to 20 pounds.
  Occasionally stoop, kneel, or crouch.
  PIMS Coordinator_Pupil Services Administrative Assistant.pdf
  Job Summary:
  • Manage the collection of student data and reporting to the Pennsylvania Information Management System (PIMS). This requires validation and submissions, notifying staff of timeliness, needs, and requirements; coordinating training, data cleanup; and providing support to staff maintaining data.
  Qualifications:
  • Associate’s Degree, preferred.
  • A minimum of a high school diploma, with secretarial experience including word processing, spreadsheets, and databases.
  Duties and Responsibilities (including but may not be limited to):
  • Communicate with PDE representatives and the district information system, and within the school district concerning PIMS system changes/requirements.
  • Maintain procedural knowledge of state and federal guidelines for data reporting, as well as technical knowledge of the systems used.
  • Understand and correctly interpret error reports related to the data movement process between the district and PDE systems and collaborate with appropriate data owners.
  • Perform other duties, as assigned, that deal with the areas of the district’s Student Information System and PIMS.
  • Maintain current and accurate data for all district students, including the homeless, expelled, home-schooled, home-bound, and students placed outside the district.
  • Assist with the declaration of McKinney-Vento eligible students and help facilitate the necessary services for the district families.
  • Keep up-to-date on current policies, BECs, Administrative Regulations, etc., as they are related to pupil services and/or child accounting.
  • Submit the Act 80 Request and PDE reports.
  • Verify and maintain pertinent information needed for the Child Accounting Collection. Examples: Instructional Time calculations, Days in Session calculations; Coding of Foster students, non-resident tuition students, tuition-waiver students, etc.
  • Coordinate attendance and discipline reporting with building personnel and secretaries, as needed, for State submissions.
  • Provide data and documentation for district invoicing for non-resident students, fostering connections with students, and district-paid tuition students.
  • Organize and maintain the yearly child accounting records to be used in future audits.
  • Complete the yearly PDE Child Accounting reports and meet with auditors, responding to questions, as needed, with regard to PDE reports.
  • Review, process, and maintain district residency and guardianship affidavits.
  • Provide pupil services support on behalf of the district, including assisting in attendance, child accounting, entries, withdrawals, and address changes of district students and state reports.
  • Assist the register with residency checks by running reports and sorting data to prepare for residency research. Also serves as a backup to do residency background checks.
  • Assist the director with Best Interest Determination (BID) meetings for foster and residential students. This includes determining the home district, educational rights, type of placement, status of biological parents, and court involvement. This data will impact child accounting and PIMS reporting.
  • Utilize databases and other district software and technology, proficiently, as dictated by the supervisor.
  • Keep the PIMS/child accounting/pupil services office running smoothly and efficiently.
  • Receive incoming phone calls in a professional manner and route and/or handle, them as appropriate.
  • Perform any duties and responsibilities that are within the scope of employment, as assigned by the Director of Special Education or designee.
  Other Duties, Required Knowledge, Skills, and Abilities
  (The WYASD will provide reasonable accommodations in accordance with the Americans with Disabilities Act. )
  • Strong human relations skills.
  • Must be courteous, congenial, cooperative, and service-oriented.
  • Professional appearance.
  • Utilize databases and other district software and technology proficiently, as designated by the supervisor.
  • Must be able to work independently or in a team (as circumstances warrant), and able to work with frequent interruptions.
  • Must be able to communicate effectively with students, personnel at all levels, and members of the public.
  • Follow written and verbal directions, provide direction, and motivate peers.
  • Must be able to read/write/correspond clearly, concisely, and effectively at a post-secondary level; interpret and follow district policies, regulations, and work rules; and exercise good judgment.
  • Must appropriately handle confidential information.
  Physical Demands:
  • Ability to walk, stand, and sit.
  • Ability to bend, twist, and climb stairs.
  • Ability to reach above and below the waist.
  • Ability to use fingers to pick, feel, and grasp objects.
  • Ability to use both hands for repetitive motion.
  • Occasionally lift/push and/or move up to 20 pounds.
  • Occasionally stoop, kneel, or crouch.
  
  EOE
  
  

• About the company

  West York Area School District is a midsized, suburban public school district located in York County in South Central Pennsylvania, United States.

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