Student Records Specialist

Job Description

Job Description

Under the direction of an assigned Site Administrator or designee, the Student Records Specialist is responsible for overseeing and

managing all aspects of student registration and records maintenance, ensuring compliance with academic policies and regulations.

This role requires a detail-oriented professional with strong organizational skills and the ability to work collaboratively with staff,

students and parents to support the school.

REQUIREMENTS / QUALIFICATIONS :

• Effective oral and written communication skills
• Intermediate to High level experience using Microsoft Excel and Google Sheets
• Experience in a registrar or academic administrative role
• Proven experience with student information systems and academic record management

DESIRED QUALIFICATIONS

Experience with enrollment process

Experience with data collection and data entry

Experience as a high school registrar

Understanding A-G and NCAA requirements

Experience using Assist.org, UC course management portal and community college course catalogs to evaluate and

designate courses as A-G

Experience interpreting and evaluating international transcripts

Understand CA State Graduation Requirements in relation to recent legislation, including, AB 104, AB 216, AB 1806,

AB 2121, AB 714 and AB 2306

DUTIES / RESPONSIBILITIES

Assist with residency verification and the admission process for applicants

Oversee registration for new and returning students.

Maintain accurate and confidential records, including academic transcripts, grades, and personal information.

Evaluate domestic and international transcripts to assign appropriate credits.

Develop systems to audit transcripts and ensure the accuracy of individual student records.

Use various resources (e.g., UC A-G, NCAA, Assist.org, Community College Catalogs) to assign appropriate credit for

completed courses.

Process and verify student requests for transcripts, enrollment verifications, and other academic documents.

KNOWLEDGE OF :

Modern office practices, procedures, and equipment

Effective oral and written communication skills

Correct usage of English, including grammar, spelling, punctuation, and vocabulary

Basic arithmetic

Operation of computers and various office machines

Microsoft Office (Word, Excel) at an intermediate to advanced level

Google Suite (Docs, Sheets, Slides) at an intermediate to advanced level

Web browsing techniques

Telephone etiquette and techniques

Record-keeping and report preparation

Interpersonal skills with tact, patience, and courtesy

School admissions regulations, policies, and procedures

ABILITY TO :

Multi-task

Ability to perform clerical tasks such as filing, typing, copying and maintaining routine records

Relate well to adults and children by working effectively with employees, students, and the public

Understand, interpret, and apply pertinent rules, guidelines and procedures pertaining to student admissions and records

Organize files, keep accurate records

Use assigned computer to input, edit, extract, and format data and information

Type rapidly and accurately using a computer keyboard

Produce, retrieve, and store word documents, email documents, and spreadsheets

Communicate effectively orally and in writing

Answer telephones and greet the public courteously

Complete work with many interruptions

Receive, sort and distribute mail

Interpret and converse bilingually in English and Spanish when qualified

Function effectively independently

Work collaboratively with staff members and administrators

EDUCATION :

Graduation from high school or evidence of equivalent educational proficiency.

An Associate of Arts degree from a recognized college or 60 semester or equivalent quarter units from a

recognized college or university preferred. Courses in Microsoft Excel, Google Sheets, office practices and procedures,

business arithmetic, and business English preferred.

EXPERIENCE :

Minimum of two years of previous clerical office experience in a high school setting

Experience as a high school registrar preferred

PHYSICAL DEMANDS :

Lift, carry, push, pull, bend, twist, stoop, kneel, walk, run

Perform light physical exertion

Lift and carry up to 25 pounds

Reach in all directions

Stand and sit for extended periods of time

Work at a desk, conference table or in meetings of various configurations

Read, interpret, and apply rules, regulations, policies and procedures

This position will work primarily in an office with low to moderate noise levels and frequent interruptions

EDUCATION : Graduation from high school or evidence of equivalent educational proficiency. An Associate of Arts degree from a recognized college or 60 semester or equivalent quarter units from a recognized college or university preferred. Courses in Microsoft Excel, Google Sheets, office practices and procedures, business arithmetic, and business English preferred. EXPERIENCE : Minimum of two years of previous clerical office experience in a high school setting Experience as a high school registrar preferred

Comments and Other Information

A Basis Monday-Friday Work Hours : 7 : 30am-4 : 00pm The following are required for this position prior to offer of employment : ~Fingerprint Clearance ~TB Clearance