26 - Student Records File Assistant

About the role

The primary responsibility of the Student Records File Assistant is to fulfill validated requests for student records and information, maintain the organization and availability of these files, keep file inventory and tracking information updated in computer-based systems, and assist in ensuring the quality and completeness of student cumulative files for Office of Civil Rights compliance. This position also assists in archiving, indexing, maintaining and retrieving information related to student enrollment.

Responsibilities

• Respond to, fulfill and document student record requests (from schools, law firms, agencies, etc), for enrollment confirmations, graduation verifications, transcripts, etc.
• Update and correct the content and organization of student file documents in compliance with Office of Civil Rights (OCR) guidelines.
• Absorb and correct errors in the student records system by merging duplicate records and using Data Integrity and AdHoc Reports.
• Maintain the integrity of the student records system by merging duplicate records and using Data Integrity and AdHoc Reports to identify and correct errors and ensure data is consistent with records.
• Purge student records and prepare the file for permanent storage in digital archives, according to the records retention schedule.
• Research and recover missing files and documents by working with D60 school registrars or reviewing microfilmed documents.
• Maintain and adapt file distribution in file room cabinets, moving and reorganizing files as needed to make space available for incoming files.
• Maintain and update data in the online central records inventory system.
• Assist in providing in-person service and fielding questions and requests by phone or email as needed.
• Serve as backup to school secretaries for printing official transcripts and releasing confidential information.
• Help prepare for and participate in the annual district-wide student cumulative file exchange.

Qualifications

• Required: High School Diploma or equivalent
• Two (2) years of record keeping, filing, database, or related experience
• Prior experience with Microsoft Office Suite
• Employee must complete a fingerprint-based criminal background check and must be cleared by the Office of Human Resources
• Must be able to communicate effectively in English, both orally and in writing, using proper grammar and vocabulary

Skills

• Close attention to detail while completing tasks in a timely manner
• Prioritize, plan, organize, and work effectively, using independent judgment to complete assignments and meet timelines
• Relate well with District staff and the public and to understand their requests and needs and to respond to such requests in a professional and timely manner
• Follow complicated procedures in accordance with established policies, identify possible issues and discuss concerns with the supervisor
• Monitor and use a system for managing and maintaining large amounts of complex information
• Windows-based computer systems, Infinite Campus, electronic mail
• Federal and state laws that apply to student records and records retention
• Pueblo School District 60 policy related to handling and maintaining confidentiality of student records
• Excellent telephone skills/etiquette with a strong customer orientation toward staff, students, parents, outside agencies, and the community
• Professional/effective working relationship with a variety of stakeholders including but not limited to department coworkers, other Pueblo School District 60 staff and administrators, parents/guardians, students, city/county officials, and other community members
• Excellent work attitude and the ability and willingness to take ownership/responsibility for project completion
• Maintain strict confidentiality and ensure the safety and security of confidential information and documents
• Flexible and adaptable in a variety of situations

Benefits

Fringe Benefits based on Schedule B Benefits Status: FLSA Status: Non-Exempt

Pay

Miscellaneous Salary Schedule – Non-Exempt

Schedule

Miscellaneous Salary Schedule – Non-Exempt