Records Clerk

Bizzell Group • Guthrie, OK

1d

About The Position

The Records Clerk supports the student records function to ensure students receive the support services and benefits necessary for successful participation in the Job Corps program. The role maintains uniform systems for accounting for and documenting participants’ participation and achievements. It is responsible for accurate, complete, and timely student records and credentials, including records entered in CIS in compliance with the PRH, and for helping track and report performance and meet performance management goals.

The Records Clerk assists with student arrivals, return of UA students, student transportation, daily morning reports, clothing and personal allowances, arrival pay sheets, student profiles, and student folders. The position handles student information in accordance with privacy requirements, follows applicable policies and procedures, maintains safe and orderly work areas, supports students’ employability through reinforcement of Career Success Standards, and completes other duties as assigned. The position requires participation in mandatory PRH staff training.

Requirements

• High school diploma or equivalent.
• At least six months of experience in administrative support, data entry, records management, or related work.
• 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.
• Valid state driver’s license.

Nice To Haves

• Associate’s degree preferred.

Responsibilities

• Review incoming student-record information to ensure each form is accurate and complete.
• Assist the Records Manager in scheduling sufficient arrivals to achieve and maintain contracted design capacity (On-Board Strength), collaborating 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 that necessary corrective action is taken to achieve performance outcome goals and quality standards established by the National Director of Job Corps.
• Assist in developing daily morning reports and make them available to all departments in a timely manner.
• Coordinate students’ commercial transportation needs in compliance with the PRH and Department of Labor Manual Series – DLMS 7 – Travel Management.
• Implement a system for providing student clothing allowances in the amounts and on the schedule indicated 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 and file student information in permanent folders.
• Work with counselors and the Student Personnel Officer to arrange student transportation.
• Limit sharing of students’ Privacy Act-protected personal information to what is necessary for student safety and effective service provision, in accordance with student privacy and disclosure requirements.
• Ensure student-record documents are accurate, complete, and timely.
• Work toward performance management goals and follow the CDSS plan and Code of Conduct system daily.
• Follow 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 and help students become more employable through continuous reinforcement.
• Participate in mandatory PRH staff training.
• Perform other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED