Records Support role/Part-time-Seasonal

Chicago Public Schools (CPS) is one of the largest school districts in the United States, serving over 320,000 students in 600+ schools and employing nearly 40,000 people, most of them teachers.

CPS has set ambitious goals to ensure that every student, in every school and every neighborhood, has access to a world-class learning experience that prepares each for success in college, career, and civic life.

In order to fulfill this mission, we make three commitments to our students, their families, and all Chicagoans : academic progress, financial stability, and integrity.

Six core values are embedded within these commitments student-centered, whole child, equity, academic excellence, community partnership, and continuous learning.

District-run CPS schools are organized into 18 networks. which includes a recently formed Option High School Network, which provides administrative support, strategic direction, and leadership development to specific schools within each network.

This network support model is designed to support the unique needs of CPS Option High Schools and their school leaders who focus exclusively on those needs.

The Options Network supports, authorizes, and manages a portfolio of district, charter, contract, and ALOP schools and programs serving approximately 6,000 students.

Job Summary :

Reporting to the Fiscal Performance & Accountability Manager, the Records Support role will support the management of records collection and organization for Options schools.

This role will collect, organize and label a variety of student and school-related documents, ensuring that all information maintained in the students’ records is accurate and complete.

The role will utilize best practices for handling, packing and labeling student and school records.

The part-time / temporary Records Clerk will be held accountable for the following responsibilities :

• Identify school student, business and other types of records and organize them based on CPS records retention schedule and procedures provided by the Chicago Board of Education Law Department.
• Identify, collect, alphabetize, and prepare active student records for transfer to students’ new schools (includes placing consolidated student records in envelopes, correctly labeling envelopes, packing records, and addressing boxes of records for transfer).
• Review, sort, alphabetize, document, and pack inactive school student records and school business records in boxes for transfer to appropriate CPS storage and disposal vendors.
• Work with the Records Supervisor, Law Department Records Management Unit, Options Network, and various other CPS staff to ensure all records are transferred in accordance with legal procedures and prior to established deadlines.
• Report regularly on progress and communicate questions and concerns promptly to the onsite Records Supervisor.
• Photocopy records to ensure complete and accurate copies are made; retain original records in existing condition.
• Move files and boxes that weigh between 30-60 pounds from one location to another, which may include walking up and down stairs to multiple floors.

In order to be successful and achieve the above responsibilities, the part-time / temporary Records Clerk must possess the following qualifications :

Education Required :

High School diploma

Experience Preferred :

• Minimum of (2) two years of professional clerk experience in an educational setting
• Familiarity with a variety of student populations and types of school-related records preferred

Knowledge, Skills and Abilities :

• Detail-oriented with strong organizational and administrative skills
• Ability to work independently without supervision
• Ability to help establish and adhere to clear deadlines
• Strong communication skills (verbal and written)
• Ability to maintain confidentiality
• Ability to follow verbal and written instructions

Other Requirements :

• Lift and / or move boxes and files between 30-60 pounds
• Required to sit, stand, walk, stoop, kneel, and climb stairs
• Access to reliable transportation to travel to various schools and other CPS sites as needed
• Able to work as required (length of employment, schedule, and number of work days per week TBD)

Conditions of Employment

As a condition of employment with the Chicago Public Schools (CPS), employees are required to :

Establish / Maintain Chicago Residency - Employees are required to live within the geographic boundaries of the City of Chicago within six months of their CPS hire date and maintain residency throughout their employment with the district.

The Chicago residency requirement does not apply to temporary / part-time positions, however, all CPS employees must be residents of Illinois.

Be Fully Vaccinated Against COVID-19 - Unless approved for a medical or religious exemption, all employees are required to be up-to-date on COVID-19 vaccinations, including boosters, and to submit proof of vaccination to the district within 30 days of hire.

Up-to-date on vaccination is defined as being at least two weeks past all primary vaccine doses and any applicable boosters.