The job of Records Clerk is done for the purpose/s of registering of students and maintaining computerized student records and files at a High School, Adult Education or Continuation School; providing student information to authorized parties in compliance with established policies; and providing general clerical support, information and/or direction as assigned.

This job reports to designated administrator.

Essential Functions
Attends department, in-service meetings, workshops and/or seminars as assigned for the purpose of conveying and/or gathering information required to perform job functions.
 
Communicates with faculty, advisors, parents, students and other District and school-site personnel regarding student enrollment, withdrawals, course work, graduation and disciplinary actions for the purpose of providing information and assistance regarding policies and procedures and student information.
 
Evaluates transcripts of incoming students for the purpose of transferring grades and semester credit hours into the student information system.
 
Informs appropriate personnel of possible student course deficiencies (e.g. administrator, counselor, etc.) for the purpose of assisting in addressing student course requirements.
 
Maintains a variety of manual and electronic documents, files, and records (e.g. grades, course credits, test scores, deficiencies, academic achievement transcripts, student information, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
 
Performs general clerical and secretarial functions (e.g. answering phones, copying, data entry, filing, etc.) for the purpose of supporting office operations and school administrators.
 
Performs enrollment and withdrawal activities for the purpose of complying with established requirements.
 
Prepares a variety of records and reports (e.g. report cards, class schedules, graduation materials, form letters and memos, calendars, bulletins, periodic reports, diplomas, etc.) for the purpose of communicating information to other parties and/or agencies.
 
Processes a variety of documents and materials (e.g. transcripts, job verification, inactive records, etc.) for the purpose of providing required information in response to requests from students, other districts, colleges/universities and/or employment agencies.
 
Researches discrepancies in student records for the purpose of verifying graduation status and ensuring the accuracy of information.
 
Responds to questions from a variety of internal and external sources (e.g. staff, other educational institutions, the public, parents and/or students, etc.) for the purpose of providing information and/or direction.
 
Verifies student related data (e.g. grades, information, graduation requirements, etc.) for the purpose of ensuring the accuracy of the student records.

Marginal Functions
Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Education:

• High School graduate or equivalent.

• One (1) year of job related experience.
• Any other combination of education, training, and experience, which demonstrates that the applicant is likely to possess the required skills, knowledge, or abilities, may be considered.

SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including using pertinent software applications; preparing and maintaining accurate records; web based filing or document collection; basic math, including calculations using fractions, percents, and/or ratios; maintaining accurate records; and effective oral and written communication skills.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and understand complex, multi-step written and oral instructions. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: concepts of grammar and punctuation; common office machines; office methods and practice; school enrollment and withdrawal procedures; oral and written communication skills; telephone techniques and etiquette; District policies, state regulations, HEPA, and FERPA.
 
ABILITY is required to schedule activities and/or meetings; gather, collate, and/or classify data; and use basic, job­ related equipment. Flexibility is required to work with others in a variety of circumstances; analyze data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a wide diversity of individuals; work with a variety of data; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited. Specific ability based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; working with frequent interruptions; working as part of a team; maintaining confidentiality; being attentive to detail; meeting deadlines and schedules; adapting to changing work priorities; and using tact, patience, and courtesy.

Responsibility
Responsibilities include: working under direct supervision using standardized routines; providing information and/or advising others; operating within a defined budget. Utilization of some resources from other work units may be required to perform the job's functions. There is a continual opportunity to have some impact on the organization's services.

Work Environment
The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally, the job requires 50% sitting, 20% walking, and 30% standing. The job is performed in a generally hazard free environment.