VISIONS IN EDUCATION CHARTER SCHOOL
STUDENT SERVICES REPRESENTATIVE – RECORDS

CHARACTERISTICS OF THE CLASS: This series describes two classifications that perform tasks relating to: student attendance accounting, enrollment, registration, transcripts and permanent records maintenance, provide information to and assist Credentialed Teachers with department functions; and perform other duties as assigned.

DISTINGUISHING CHARACTERISTICS:
SERVICES REPRESENTATIVE 1: Under supervision, performs a wide variety of clerical and office work by applying existing policies, procedures and guidelines; applying fundamental concepts, practices and procedures related to assigned duties and solving routine problems, referring more difficult or complex problems/matters to a higher level. Work may have some moderate variations and difficulty and may be checked for accuracy.

ESSENTIAL FUNCTIONS:

Any one position may not include all the duties listed nor do all the listed examples include all tasks that may be found in positions of this class.

Student Services Representative 1:

• Acts as an information source or liaison regarding department procedures, practices, operations and paperwork.
• Communicates and works with students, parents, teachers, other staff and the public in person, on the phone and by email regarding department matters.
• Collects, compiles and prepares information and materials for registration and enters new student information in the database.
• Enters student schedule data in the database.
• Collects and posts attendance and enters in the database.
• Completes paperwork to enroll, transfer and withdraw students and enters information in the database.
• Updates student withdrawal information.
• Requests, maintains, and transmits permanent student records.
• Creates and tracks transcripts and forwards transcripts to other schools and colleges.
• Posts student test scores to permanent records and enters in the database; prepares report cards.
• Maintains, updates, files and stores student records/cumulative files.
• Assists teachers with accessing, completing and using department related forms, paperwork and database information and generates student lists for teachers.
• Assists school counselors in obtaining required student information and data and generates related lists/reports.
• Prepares, completes, and/or distributes correspondence, letters, memos, reports, forms and other department related information and documents. 
• Enters a variety of database and spreadsheet information and creates and maintains detailed files, records and databases.
• Verifies accuracy and completeness of all documents submitted by students, parents, and CTs prior to filing the documents or entering the information into the database.
• Enters and tracks student immunizations.
• Collects, reviews and tracks samples of student work submitted by CTs to be audited.
• May be assigned to assist other departments with clerical work.
• Attends staff meetings, in-service training, workshops, conferences and other training.
• Maintains confidentiality.
• Performs other duties as assigned.

QUALIFICATIONS:
Education and Experience:

Student Services Representative 1:

• Any combination of training, education and experience that demonstrates the ability to perform the duties of the job.

SKILLS, KNOWLEDGE AND ABILITIES:

• Knowledge of or ability to learn, interpret and apply Visions In Education’s objectives, policies, procedures, rules, regulations and operations.
• Knowledge of or ability to learn and use applicable sections of the California Education Code, Charter law and other pertinent laws.
• Skill and ability to work with flexibility, efficiency, diplomacy and confidentiality.
• Skill and ability to use self-restraint and professional judgment and develop strategies to deal with a variety of people, adversaries and advocates under varying situations and conditions.
• Ability to establish and maintain effective work relations with those contacted in the performance of required duties.
• Ability to maintain a professional attitude and a strong customer service focus at all times, with a strong desire to succeed.
• Skill and ability to use tact, patience and courtesy in interpersonal relations and communicate effectively both orally and in writing.
• Skill and ability to plan, organize, coordinate and prioritize workload to effectively manage multiple tasks and meet established timelines.
• Ability to work independently and in a team environment, and be held accountable for results.
• Skill and ability to use written and oral communication requiring clarity and diplomacy in communication with a broad and diverse audience; knowledge of correct English usage, spelling, punctuation, grammar and composition.
• Knowledge, skill and ability to use modern office practices, procedures and equipment; use record-keeping, and file/document maintenance techniques.
• Ability to follow complex verbal and written instruction;
• Ability to understand and apply technical procedures and requirements.
• Knowledge of basic mathematical skills to prepare a variety of reports.
• Knowledge, skill and ability to use a wide variety of office equipment including but not limited to: personal computers, associated software programs (including Windows, word-processing, desktop publishing, spreadsheets, graphics, presentation, database and web based applications including document sharing), e-mail, Internet, copiers, scanners, calculators, typewriters and phones.
• Skill and ability to keyboard at a rate required for successful job performance. 

WORK ENVIRONMENT AND PHYSICAL ABILITIES:  The physical requirements below are necessary to perform the essential functions.  Reasonable accommodations will be made to enable a person with a disability to perform these functions. 

• Work environment is a typical office setting.  Requires willingness and ability to work effectively and move about in an office.
• Physical, mental and emotional stamina to work up to an eight-hour shift under sometimes-stressful conditions, with frequent distraction and interruptions and deal with angry/upset people in a calm and professional manner.
• Sufficient hand/eye coordination and manual dexterity to use a wide variety of office and computer equipment, to keyboard and write, file, and maintain records and reports.
• Sufficient hearing to conduct in-person and telephone conversations.
• Ability to speak in an understandable voice with sufficient volume to be heard in normal conversational distance, on the telephone and in addressing groups.
• Sufficient visual acuity to see and read small print.
• Ability to sit for extended periods of time, up to an eight-hour shift (with the exception of lunch and breaks).
• Sufficient mobility to bend, stoop, push/pull, lift, stand, and walk on an occasional basis to file, move equipment or supplies or take work from one location to another.