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Student Records Coordinator

2 months ago

Gilbert, Arizona, United States Gilbert Unified School Full time
Position Type:
Support Staff (Non-Classroom)/Records Specialist

Location:
Special Education Department

Position Length: 12 Month Short

Job Grade: 109

Hourly Rate: $17.36

Hours Per Day: 8 (These hours are divided between the Special Education Department and the Office of Talent Management (HR))

Application Procedure: Apply online

Fingerprint Clearance Card: Must possess a Level One IVP Fingerprint Clearance Card prior to processing.

Purpose Statement
The Records Specialist plays a crucial role in ensuring the integrity and accuracy of student and employee records, adhering to both state and federal regulations, while providing essential administrative support to the district's leadership team. This role also involves specific responsibilities related to managing district students enrolled in Private Day Schools. A keen attention to detail, a commitment to confidentiality, and the ability to juggle multiple tasks are essential for success in this position.

Key Responsibilities
Management of Student Records:
  • Oversee and update student records, including enrollment, attendance, academic performance, special education documentation, and transcripts.
  • Ensure secure storage of records in compliance with district, state, and federal guidelines.
  • Facilitate requests for student records and transcripts from students, guardians, and external entities.
Data Entry and Reporting:
  • Input and refresh student information within the district's database.
  • Generate and disseminate reports on student data as required by administrators and educators.
  • Assist in the compilation of state and federal reports pertaining to student information.
Management of Employee Records:
  • Provide verification of employee records.
  • Ensure secure storage of records in compliance with district, state, and federal guidelines.
  • Process requests for employee records from staff and external agencies.
Handling Public Records Requests:
  • Manage requests for Public Records (FOIA).
  • Maintain communication with relevant departments regarding requests.
  • Respond to requests promptly.
Communication and Customer Service:
  • Deliver exceptional customer service and ensure timely, accurate responses to all record-related inquiries.
Administrative Support:
  • Assist with general office tasks, including filing, copying, and answering phones.
  • Support the administrative team with special projects and assigned tasks.
  • Maintain inventory of office supplies related to records management.
Support for Private Day Schools:
  • Collaborate with the Accounting Specialist - Special Education to process invoices and purchase orders linked to Private Day Schools.
  • Manage student enrollments in Private Day Schools.
  • Coordinate course schedules for students attending Private Day Schools.
Additional Responsibilities:
  • Assist colleagues to support them in completing their work activities.
Minimum Qualifications
Mental Requirements:
Learning Development - Level B: Sufficient to read and write technical information and instructions, perform basic arithmetic calculations, understand commonly used procedures and methods, or operate equipment that requires some training. Equivalent to completion of a high school curriculum.
Problem Solving - Level 1: Work situations are routine and regularly recurring, requiring attention and concentration, but limited discretion, consideration, and planning to adequately respond and carry out work activities.
Physical Requirements:
Physical Skill - Level A: Basic level of learned physical skill is required. No special coordination beyond that used for normal mobility and handling of everyday objects and materials is needed to perform the job satisfactorily.
Physical Effort - Level 2: Job requires light physical effort as a part of regular work routine, such as frequent standing and walking; frequent lifting, guiding, and/or carrying of light-weight materials or equipment; occasional periods of sustained effort.
Social Requirements:
Human Relations Skill - Level B: Job requires patience in communication and well-developed verbal skills to exchange technical or complex information with individuals or small, informal groups. Skills in establishing harmonious relationships and gaining cooperation are important.
Scope of Contacts - Level 1: Important job contacts are with peers in the immediate work group and immediate supervisor. Occasional contact with individuals outside the organization may occur.
Work Environment:
Performance Environment - Level A: Changes in environments, work pressure, disturbances of work flow, and irregularities in work schedule are infrequent.
Physical Working Conditions - Level 2: Somewhat disagreeable conditions. Work may be performed in cramped or awkward positions. Occasional exposure to safety hazards, disease, or contamination results in chance for lost-time accidents. Occasional exposure to noise, temperature extremes, etc.
Accountability:
Level of Accountability - Level B: Responsible for producing journey-level work output on an independent basis subject to supervisory direction and review.
Organizational Impact - Level 1: Work results impact the immediate work section with little effect beyond. Responsible for results or services that facilitate the work of others in a specific work group.

Experience, Education, and Certifications:
Experience: Job-related experience with increasing levels of responsibility is desired.
Education: High School diploma or equivalent.
Certifications/Clearances: Must possess a valid Arizona DPS Level One IVP Fingerprint Clearance Card while employed.

Compensation Details:
FLSA Status: Non Exempt
Pay Schedule: Hourly - Grade 109
Work Calendar: Support 12 Month Short

Non-Discrimination Statement:
Gilbert Unified School District does not discriminate on the basis of race, color, religion, national origin, ethnicity, sexual orientation, sex, (including pregnancy and other related conditions), gender identity, gender expression, genetic information, age (over 40), parental status, or disability in admission to its programs, services, or activities, in access to them, in treatment of individuals, or in any aspect of their operations. The District provides equal access to the Boy Scouts and other designated youth groups pursuant to the Boy Scouts of America Equal Access Act. The lack of English language skills shall not be a barrier to admission or participation in the District's activities and programs. The Gilbert Unified School District also does not discriminate in its hiring or employment practices.