Records Specialist, Student Services

Records Specialist, Student Services

Salary
$36,721.00 - $41,674.00 Annually

Description
The Records Specialist is to perform a variety of responsible and confidential administrative, and clerical duties to assist students through the Admissions, Enrollment and Registration processes. Also, provide support to the Division of Student Services while maintaining the accuracy and security of all student records and providing assistance to CCC&TI faculty, staff, and students.

Examples of Duties
Essential and other responsibilities and duties may include, but are not limited to, the following:

Essential Functions:

Greet visitors to Student Services, answer general questions about the College, and direct students to other staff members as appropriate. Provide accurate information that reflects the policies and procedures of CCC&TI.
Answer, screen, and triage incoming calls to the College.
Process incoming applications and registration documents while maintaining student records in CCC&TI’s student information database and document imaging systems. Create and send welcome packets to new students. Communicate with students regarding missing admissions documents.
Assist with delivery, or retrieval issues, of electronic transcripts from the National Student Clearinghouse.
Support students through the registration, waitlist, and payment process.
Receive and accurately process forms related to student records.
Research issues and discrepancies involving student records, transcripts, and course schedules.
Operate a variety of office equipment, software and ERP systems.
Provide excellent customer service to faculty, staff, and students.

Marginal Functions:
Maintain Procedures Manual, as assigned.
Receive, open, sort and distribute mail daily.
Participate in professional development and employee training, as required.
Perform para-professional support work and other duties, as assigned.

This position description covers the most essential functions and duties associated with this position. The President or appropriate supervisory personnel may assign additional duties. The College reserves the right to alter duties, responsibilities, conditions, working hours, and job title with or without notice.
Qualifications and Working Conditions
Knowledge of:
Operations, services and activities of assigned department.
General principles and practices of fiscal, statistical, and administrative data collection and report preparation.
Business letter writing and report preparation techniques.
Advanced principles and procedures of record keeping and reporting.
Modern office procedures, methods, and computer equipment.
English usage, spelling, grammar and punctuation.
Basic accounting and mathematic principles.
Pertinent Federal, State and local laws, codes and regulations.
Various computer software programs and networks.
Alpha and numerical filing systems.
College registration procedures.

Ability to:
Perform a variety of responsible and confidential administrative, and clerical duties to assist students through the Admissions, Enrollment, and Registration processes.
Maintain a thorough knowledge of curriculum and continuing education program offerings
Understand CCC&TI's electronic transcript process.
Perform responsible and difficult data entry work involving the use of independent judgment and personal initiative.
Understand the organization and operation of the CCC&TI campus as neces­sary to assume assigned responsibili­ties.
Interpret and apply administrative and departmental policies, procedures, laws, and regulations.
Work independently in the absence of supervision.
Compile and maintain confidential records.
Independently prepare correspondences and memorandums.
Operate a variety of software, and student information databases including but not limited to Ellucian Colleague/Banner, Informer, Etrieve, etc.
Provide excellent customer service to faculty, staff, and students.
Type and word process at a speed necessary for successful job performance.
Maintain privacy standards as outlined in the Family Educational Rights and Privacy Act (FERPA).
Participate in researching, compiling, analyzing, interpreting, and preparing a variety of fiscal, statistical, and administrative reports.
Operate and use modern office equipment.
Work cooperatively with other departments, and department officials.
Respond to difficult requests and inquiries from students, faculty, and staff.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain cooperative working relationships across all areas of campus.
Follow verbal instructions; take and transcribe minutes as needed for various meetings.

Environmental Conditions:
The employee should have the ability to effectively handle a work environment and conditions which involve an office and classroom workspace, working closely with others, and periodically working irregular hours.

The employee must maintain the office and teaching environments by maintaining equipment and supplies, ensuring overall cleanliness, functionality, and conformance to OSHA standards to provide a safe work environment.

Physical Conditions:
Physical and marginal functions require the ability to maintain physical condition appropriate to the performance of assigned duties and responsibilities, which may include the following; standing, walking or sitting for extended periods, moderate lifting and carrying, reaching above shoulder, general manual dexterity, operating assigned equipment, and extended exposure to computer screens.

The employee is required to maintain effective audio-visual discrimination and perception needed for making observations, reading and writing, operating assigned equipment, communicating with others, and handling varied tasks simultaneously.

Additionally, the employee must maintain mental capacity, which permits making sound decisions and using good judgment, demonstrating intellectual capabilities, and evaluating the effectiveness of programs and personnel.

Scheduling Conditions:
This is a full-time, 12-month position, which requires the employee to be on campus or at an approved alternate location for at least thirty-six hours per week, Monday through Thursday, 8:00am-5:00pm, and Friday, 8:00am-12:00pm, including one evening per week till 7:00 PM. This position generally works daytime hours but has the potential for occasional evening or weekend hours.

Traveling Conditions:
Local travel between the Caldwell campus, Watauga campus, or any off-campus sites may be needed. Out of state travel is limited, but may be required for training and conferences.

Experience and Training
Experience:
Two years of prior office experience is required.

Training:
Associate degree required. Preference given to a degree in secretarial sciences, office administration, office technology, business administration, or a related field.