Position Type:
Secretarial/Clerical/Student Records Clerk Date Posted:
4/11/2024 Location:
Madison Middle School Date Available:
******** Closing Date:
04/29/2024
ALL APPLICANTS MUST APPLY ONLINE
Job Title: Student Records Clerk
Reports To: Building Principal
FLSA Status: Exempt
QUALIFICATIONS:
High school diploma and two years of business college preferred
Proficiency in oral and written communication
Proficiency in computer skills (word processing, spreadsheet, and SAM)
Loyalty and discretion
JOB GOAL: To contribute to the efficiency of maintaining student academic records and data entry as relevant to the essential functions and duties of said position
ESSENTIAL FUNCTIONS:
Ensures that students' academic records - cumulative folders and permanent records - are properly maintained according to district and state guidelines.
Ensures that a cumulative folder and permanent record are on file within the school of attendance for each student on the school's official roster in the district's student information system.
Regularly evaluates students' cumulative folders and permanent records to ensure that proper data are recorded to provide a consistent narrative so that it can be used to analyze students' school history, test scores, and rate growth.
Ensures that proper documentation as deemed significant and required by the district and state is enclosed in the student's cumulative folder.
Makes Official Record Requests for new enrollees from other schools, districts, and other relevant educational agencies.
Effectively updates and prepares records for transfer to other schools, districts, and other relevant educational agencies upon formal, written requests.
Ensures that notification of the Family Education Rights and Privacy Act (FERPA) accompanies each cumulative folder and permanent record when being prepared for delivery to schools, districts, and other relevant educational agencies.
Maintains a tracking system as students' records - cumulative folders and permanent records - are removed from secure locations by the appropriate school and district personnel.
Understands that the cumulative folder and permanent records are confidential documents and are to be treated and maintained as such.
Maintains a current list of employees by name and position who are authorized to have access to cumulative folders and permanent records.
Understands that the data recorded on the cumulative folder and permanent records MUST match
Prepares records for final transfer to the central depository when students graduate and/or if a school closes.
Understands that permanent records are kept in perpetuity for every person who has enrolled or is enrolled in a school.
Understands the permanent record is a legal school record for the student and must be kept, while it is active, in the attendance center office in a secure, fire-resistant container or location.
Understands that in the event a student transfers to another school district, the permanent record shall be kept permanently by the school district from which the student has transferred.
Completes and maintains accurate records and reports; compiles and updates a variety of periodic reports and information as deemed pertinent to essential functions
Operates a variety of office equipment including photocopiers, facsimile machines, and computers; inputs and retrieves data and text.
Performs other related duties as requested or assigned.
EVALUATION:
The performance of this job will be evaluated in accordance with provisions of the Board's policy on the evaluation of personnel.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand, walk; sit; use hands for fine manipulation, handle or feel and reach with hands and arms using a keyboard and video display terminal. The employee is occasionally required to stoop, kneel, crouch or crawl. The employee must regularly lift and move up to 55 pounds and occasionally up to 75 pounds. Specific vision abilities required by this job include close vision.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The work environment is a standard office setting and school/classroom combined with a server room. The noise level in the work environment is usually low to moderate and occasionally high.
Note: This is not necessarily an exhaustive or all-inclusive list of responsibilities, skills, duties, requirements, efforts, functions, or working conditions associated with the job. The job description is not a contract or employment or a promise or guarantee of any specific terms or conditions of employment. The school district may add to, modify, or delete any aspect of this job (or the position itself) at any time as it deems advisable.
