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Records Assistant

4 months ago

Hagerstown, United States Hagerstown Community College Full time

**SUMMARY STATEMENT**:
The Records Assistant serves as a front-counter Records Office staff member. This position provides customer service to students, staff, and visitors. This position also requires specialized records and registration functions, most notably as a liaison with the WSCE department for non-credit registration walk-ins and to assist Admissions Staff.

**ORGANIZATIONAL RELATIONSHIPS**:

- The Records Assistant reports directly to and is responsible to the Registrar.
- The Records Assistant coordinates most closely with students, visitors, other Records staff, Admissions Staff, Advising and Registration Staff, Finance, Financial Aid, the Information Center, Workforce Solutions and Continuing Education staff, the IT department, and department administrative assistants.

**ESSENTIAL DUTIES**:
**Maintain Student Records / General Records Office Duties**:

- Ensure the confidentiality of all student records in accordance with the Family Educational Rights and Privacy Act (FERPA).
- Maintain the students’ permanent records and make necessary changes as needed.
- Process transcript requests and ensure date is all-encompassing of the students’ history at HCC and enter incoming college transcripts from other institutions.
- Provide information as required to the student clearinghouse and other government agencies.
- Process enrollment verification requests as needed.
- Scan and image various department documents using Perceptive Content (ImageNow) software, including transcripts, Transcript Evaluation Request Forms, Name Change Forms, AP / CLEP and other testing forms, Appeal Forms, Academic Amnesty and Reinstatement Forms, and FERPA release forms,

**SPECIFIC DUTIES**:

- Process walk-in registrations for Non-Credit / WSCE students. This will generally be for students who have not registered by phone / Instant Enrollment and prefer to pay in person at the Finance Office in ASA.
- Interact with WSCE / Non-Credit students to answer general questions regarding WSCE courses and programming, consulting with WSCE staff members when necessary.
- Communication and coordinate Name Change requests for students. Manage the process for name changes, including notifying student and the HCC IT department. Perform updates to student records as needed.
- Update student records for deceased students and notify HCC personnel as needed.
- In conjunction with Admissions Staff and other Records personnel, process and scan incoming electronic transcripts for students.
- Oversee and manage the Records Office supply inventory and ordering.
- Assist Registrar with organization and processing of monthly Registration Appeals, including notifications to students.
- Other duties as assigned by Registrar.

**Requirements**:
**EDUCATION AND EXPERIENCE**:

- High school diploma supplemented by courses in computers, word processing, and business/customer service practices required.
- Associate Degree required.
- Minimum three years' related work experience to include data entry and/or direct customer service experience required; or
- An equivalent combination of experience and training which provides the required knowledge, skills, and abilities.

**SKILLS AND ABILITIES**:

- Experience in integrated database systems is desirable.
- Strong computer skills needed.
- Ability to work independently and accurately under pressure, and make decisions in accordance with established policies and procedures.

**APPLICATION INSTRUCTIONS**: