Records Clerk

Bizzell•Guthrie, OK

About The Position

The Records Clerk supports the student records function, helping ensure students receive the services and benefits needed to participate successfully in the Job Corps program. The role maintains consistent systems for documenting participants’ program participation and achievements, and ensures student records are accurate, complete, and timely. The clerk also supports student arrivals, transportation, allowances, reporting, and compliance with applicable privacy, safety, and program requirements. The position requires routine paperwork and record maintenance, collaboration with records staff and counselors, and adherence to Department of Labor, Job Corps, company, and center policies. The employee participates in required staff training and performs other duties as assigned.

Requirements

Ability to perform each essential duty satisfactorily.
Proficiency with advanced Microsoft Office applications, including Word, PowerPoint, Outlook, and Excel.
Computer literacy in basic computer functions, email, internet, and programs such as Adobe Acrobat.
Ability to complete routine paperwork effectively and in a timely manner.
Strong organizational and accurate record-maintenance skills.
At least six months of experience in administrative support, data entry, records management, or related work.
High school diploma or equivalent.
Valid state driver’s license.

Nice To Haves

Associate’s degree.

Responsibilities

Review incoming student-record information to ensure forms are accurate and complete.
Assist the Records Manager with scheduling sufficient student arrivals to achieve and maintain contracted design capacity (On-Board Strength), coordinating with OA contractors in the geographic assignment plan (GAP).
Collaborate with counselors to return UA students to the Center and promptly document retrieval efforts in CIS and student personnel files.
Maintain accountability for entering student records and credentials in CIS in compliance with the PRH.
Ensure performance is accurately tracked and reported, and take necessary corrective action to achieve performance goals and quality standards established by the National Director of Job Corps.
Help develop daily morning reports and make them available to all departments in a timely manner.
Coordinate student commercial transportation in compliance with the PRH and Department of Labor Manual Series – DLMS 7 – Travel Management.
Implement a system for providing clothing allowances in the amounts and on the schedule specified in the PRH, retaining signed receipts for allowances issued.
Implement a uniform system for issuing student personal allowances and transition allowances earned through participation and achievement.
Prepare arrival pay sheets for students.
Review student folders to ensure they contain necessary paperwork.
Help update student profiles (ETA 640).
Prepare terminated folders.
File student information in permanent folders.
Work with counselors and the Student Personnel Officer to arrange student transportation.
Limit sharing of student personal information protected by the Privacy Act to what is necessary for student safety and effective service delivery, in accordance with Student Rights to Privacy and Disclosure of Information.
Ensure student-record documents are accurate, complete, and timely.
Work toward meeting performance management goals.
Follow the CDSS plan and Code of Conduct system daily.
Adhere to required property-control policies and procedures.
Maintain good housekeeping and comply with safety practices.
Comply with DOL guidelines, OFCCP regulations, the Quality Assurance Plan (QAP), Serrato policies and procedures, Job Corps notices and bulletins, and Center policies and procedures.
Demonstrate and abide by The Bizzell Group’s core values and operating principles.
Model, mentor, and monitor appropriate Career Success Standards.
Help students become more employable through continuous reinforcement.
Participate in PRH-mandated staff training.
Perform other duties as assigned.