Records Specialist / Customer Service Special Intermediate

Minnesota State Colleges and Universities • Mahtomedi, MN

7d • $21 - $29 • Hybrid

About The Position

Under general supervision, this position serves as the primary point of contact for Records, managing incoming calls, emails, e-forms, imaging, and records retention. The position provides detailed procedural guidance to internal and external clients, including information related to courses, general college policies and procedures, registration, and add/drop/withdraw processes. This role also provides advice and assistance to students, faculty, administrators, and staff across Student Affairs and Academic Affairs. In addition, the position actively promotes and supports a culture of diversity, equity, and inclusion in all interactions and services at Century College.

Requirements

• Communication Skills sufficient to speak, write, and edit materials, including correct spelling, punctuation and grammar, to ensure the accuracy and completeness of oral communication and written materials.
• Experience working with databases sufficient to accurately perform the duties of the position.
• Demonstrated customer service skills sufficient to professionally interact with students, staff, faculty, and the public in person, by phone, and through email and other written correspondence. This includes exhibiting courtesy, tact, empathy, interest in positive problem resolution, and logical organization of information.
• Intermediate proficiency in computer software sufficient to produce memos, correspondence, and reports efficiently and accurately. (Microsoft Office Products or equivalent)
• Spreadsheet skills which are sufficient to develop, modify, and maintain electronic spreadsheets.
• Data entry skills that are sufficient to accurately read, input, review, and correct information by comparing source documents to database records and editing, coding, or correcting data as needed.

Nice To Haves

• 2- Year associate degree
• Experience working in higher education, preferably in a community or technical college setting.
• Knowledge of or experience in a records and registration office or a similar administrative environment.
• Demonstrated ability to maintain confidentiality and ensure the security of sensitive information and documents in compliance with applicable policies and regulations.
• Ability to effectively multitask, prioritize responsibilities, and meet deadlines in a fast-paced work environment.
• Strong interpersonal and conflict-resolution skills, including the ability to de-escalate tense situations and achieve positive outcomes for both customers and employees.
• Demonstrated ability to research a variety of topics and synthesize information into clear, concise, and accurate responses.

Responsibilities

• Serve as the primary Records contact for assisting students, staff, faculty, and the public with procedural questions via email, phone, and in person.
• Accurately report and maintain student enrollment status for veterans receiving educational benefits to ensure the U.S. Department of Veterans Affairs (VA) is informed of current eligibility and enrollment at all times.
• Process official and unofficial transcript requests and education verifications for internal and external entities within three business days of receipt.
• Assist with Records Office processes related to Post-Secondary Enrollment Options (PSEO).

Benefits

• At Minnesota State, we have a GREAT BENEFITS PACKAGE!
• Our generous benefits include 11 paid Holidays, Vacation Time, Sick Time, six weeks of Paid Parental Leave, low cost medical and dental insurance with low deductibles ($250 - $1500), a Pension Plan, 457(b) and 403(b) retirement plans and other retirement investment options, pre-tax medical and dental expense (with roll-over option) and dependent care accounts, employer paid life insurance, short and long term disability, as well as professional development and a tuition waiver program for employees and their dependents, etc.
• We promote the health and well-being of our employees and take work/life balance seriously.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree