Student Records Assistant / Serrano

K-8 • Ontario, CA

7d • Onsite

About The Position

Under general supervision, performs detailed and responsible administrative record-keeping duties for student academic, testing, attendance and health information; maintains and updates student cumulative and permanent records and records and inputs student data; and performs related duties as assigned. Student Records Assistants are responsible for performing administrative duties pertaining to the creation, maintenance and updating of student records. Incumbents are responsible for maintaining and updating permanent student records and performing administrative support duties in support of school office functions.

Requirements

• Knowledge of office administrative and management practices and procedures, including confidential filing and record keeping practices and procedures.
• Knowledge of principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation.
• Knowledge of District organization, functions, rules, policies and procedures applicable to assigned areas of responsibility.
• Knowledge of computer hardware and standard and uses of business software, including word processing, spreadsheet, database and other applications.
• Knowledge of research techniques, methods and procedures.
• Ability to organize and maintain highly detailed, confidential student records and files.
• Ability to operate a computer terminal and computer using word processing, spreadsheet, database and other business software.
• Ability to operate other standard office equipment.
• Ability to type accurately at 35 WPM.
• Ability to organize, set priorities and exercise sound independent judgment within areas of responsibility.
• Ability to interpret, apply, explain and reach sound decisions in accordance with District policies and procedures.
• Ability to communicate clearly and effectively orally and in writing.
• Ability to understand and follow written and oral instructions.
• Ability to prepare clear, accurate and concise records and reports.
• Ability to compose correspondence from brief instructions.
• Ability to maintain very sensitive and confidential information.
• Ability to use tact, discretion and diplomacy in dealing with sensitive situations and concerned people and customers.
• Ability to establish and maintain effective working relationships with District administration, faculty, staff, parents, students, the public and others encountered in the course of work.
• Graduation from high school or G.E.D. equivalent; and at least three years of progressively responsible experience in administrative record-keeping and maintenance, at least a year of which involved student attendance reporting; or some combination of education, training and experience that produces the requisite knowledge and ability.
• OMSD Typing Certificate only 35 AWPM dated within the last two years.
• Microsoft Basic Word 2010, Customer Service and Alpha Filing testing.
• Proof of HS Graduation (or GED)
• Typing Certificate (OMSD Certificate only)

Nice To Haves

• Student Records Assistant is distinguished from Senior Student Records Assistant in that an incumbent in the latter class performs more complex and responsible administrative duties pertaining to the creation, maintenance and updating of student records.
• Student Records Assistant is further distinguished from other school office support classes by the incumbents’ primary focus on the creation and maintenance of student records.

Responsibilities

• Creates, prepares, records, inputs, maintains, reviews and updates student academic, testing, attendance and health records, including grades, credits, grade and student data changes, test scores, student achievements, immunization and health information; transfers student information to permanent record cards; verifies student information; files student records, files and folders; assists staff in finding records.
• Types and processes all paperwork for new students; ensures enrollment packets are accurate and complete; inputs student data in student records databases; inputs class schedules for new students and makes class schedule changes at request of coordinator or counselor; contacts students with mail return and incomplete emergency cards.
• Answers, screens and refers telephone calls; takes telephone messages and sends messages to students; greets and directs visitors; assists students or parents in person and/or by telephone; responds to parent, student and staff questions; provides general program information.
• Coordinates and implements District and school programs; identifies students in need of academic enrichment based on established criteria, creates student profiles and data enters and updates student information; prepares registration forms and information letters and distributes school-wide; schedules students into appropriate classes; prepares student program schedules; maintains and updates program and attendance records; makes arrangements for nutrition and transportation.
• Types, formats, revises, prints and distributes correspondence, memoranda, forms, lists, reports and other documents; types from dictation, rough notes, drafts, and brief oral instructions; composes routine correspondence; types letters of verification and recommendation.
• Orders, distributes and collects test booklets and scantrons; pre-prints answer scantrons; codes test booklets; scans answer sheets and corrects scanning problems as they occur; generates and distributes testing reports for teachers and administrators; assists in re-packing tests according to state guidelines.
• Prepares and distributes materials for teachers; requests and distributes class rosters and report card scantrons to teachers; collects, mails and distributes progress and grade reports; orders permanent record cards and labels for incoming students.

What This Job Offers

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