Student Records Coordinator

5 days ago

Huntsville, Alabama, United States Alabama Department of Education Full time

Job Summary:

As a Student Records Coordinator, you will play a vital role in maintaining and managing the efficient processing, entry, and distribution of official student records within our registration management system. This position requires attention to detail, organizational skills, and effective communication to ensure accurate, up-to-date, and secure student data and information for our school district.

Key Responsibilities:

  • Serve as the custodian of all current and former student records for assigned schools, ensuring accuracy and confidentiality while complying with FERPA and other applicable guidelines, rules, and regulations.
  • Act as the school's enrollment clerk, operating the registration management system to process and confirm the registration and enrollment of both new and returning students.
  • Gather and update all necessary student records and documentation, such as report cards/term grades, test scores, identification documents, proof of residency/guardianship, immunization records, disciplinary history, ESL records, etc.
  • Review various records and documentation to ensure data integrity, accuracy, confidentiality, and compliance with applicable policies and standards, generating reports on a scheduled or as-needed basis.
  • Prepare and distribute transcripts, records, and other documents for graduating, transferring, or withdrawing students to schools, colleges, universities, employers, and other appropriate recipients as requested.
  • Process computer labels to affix to individual cumulative cards and update information with labels or manually as necessary to ensure up-to-date and complete student records.
  • Verify and update grade point averages and assist with confirming class ranking information for all students.
  • Assist Counselors in evaluating transcripts and monitoring student credit requirements, relaying information to appropriate parties.
  • Organize and prepare cumulative records, grade books, and other documents for archival and storage as appropriate.
  • Identify possible discrepancies/issues based on enrollment records and notify Social Workers or other personnel as appropriate regarding students in need of various services, including homeless, foster care, or state/federal assistance.
  • Complete various government and other forms as requested and notify appropriate agencies and organizations to ensure necessary information is reported.
  • Collect school property from withdrawing students and notify students, parents/guardians, and/or proper authorities regarding unreturned items.
  • Communicate effectively and serve as a liaison to students, students' parents/guardians, district administrators, staff, educational institutions, and various outside agencies and organizations for responding to inquiries and ensuring records, transcripts, and other documents are requested, received, and processed in an accurate and timely manner.
  • Perform various clerical duties as assigned, including preparing and filing documents, answering phone calls, greeting visitors, and other tasks as necessary.

Requirements:

  • A high school diploma or equivalent and three (3) years of office support experience. Experience with student information system data entry and experience working with students preferred.
  • Knowledge of district and school policies and procedures preferred.

Compensation:

This is a full-time position, approximately 11 months per year, with a salary range of $45,000 - $65,000 annually, commensurate with experience. The actual salary will be determined by the Alabama Department of Education and approved by the Board.

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