Office Technician Student Records

Pay Grade: 4120

Position Control: 3108

Department: Student Records

Accountable to: Student Records Specialist

FLSA Status: Nonexempt

Creation/Revision Date: August 31 2022

Class summary: Under general direction incumbent(s) assists with the maintenance of all student records ensuring accuracy and verifying information. In addition incumbent(s) processes student record requests handles the registration of students withdrawal of students performs data entry into school-related systems and databases prepares permanent record cards and health cards for microfilming and performs clerical duties such as taking messages and opening and sorting mail.

Essential Duties:

• Assists with coordinating inactive student records for the District including ensuring records are accurate and complete verifying record information assisting District staff on completing required paperwork verifying information with the student database system tracking pending information archiving and destroying old records processes record requests advises school on recording and filing requirements preparing archived permanent record cards and health cards for microfilming.
• Handles registration of students for private placement creating a cumulative student records folder including a permanent record card and requesting student records from previous school(s).
• Processes student withdrawals consisting of entering information into Synergy printing withdrawal form notifying appropriate staff and sending student cumulative file.
• Responds to questions from a variety of internal and external sources (e.g. District staff other educational institutions the public parents students etc.) for the purpose of providing information and/or direction.
• Processes a variety of documents and materials for the purpose of providing required information in response to requests from students parents other districts colleges/universities and/or government agencies.
• Performs clerical duties in the Student Records office such as taking messages and/or directing inquiries to appropriate staff opening mail creating Student Records student folders and filing records.
• Assisting with the reconciliation of the Drop Out Tracker Report for accurate reporting to Arizona Education Data Standards.
• Performs other duties as assigned.

Required Qualifications:

To be eligible for this position an applicant must meet the following required qualifications. In addition verification of these required qualifications is necessary.

• High School diploma or equivalent (G.E.D.) prior to being hired

Preferred Qualifications:

It is preferred that applicant possesses the following preferred qualifications; however the following qualifications are not required to be eligible for this position.

• Two years of school office or related student registration experience
• Proficiency in English and Spanish language.

Knowledge and Skills Required:

To perform the job successfully an individual must be able to perform each essential duty satisfactorily. The qualifications for this job description are representative of the knowledge skills and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Skills required but not limited to for this position include:

• Demonstrating office principles and procedures;
• Using filing procedures and file maintenance;
• Demostrating business English punctuation grammar and spelling;
• Knowing principles and procedures in area of assignment;
• Knowing federal and state laws governing area of assignment;
• Demonstrating coding classifying recording retrieving and verifying routine information;
• Applying standard practices in area of assignment including bookkeeping procurement human resources etc.;
• Using a personal computer and other various types of office equipment;
• Using related software applications;
• Engaging and encouraging communication skills while interacting with supervisors staff students etc. to exchange information.

Physical Requirements:

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job the employee is regularly required to sit; use hands to finger handle or feel and talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; stoop kneel crouch or crawl and taste or smell. The employee must regularly lift and /or move up to 10 pounds frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include Close vision Distance vision Peripheral vision Depth perception and Ability to adjust focus.

Working Environment:

The working environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the employee is occasionally exposed to work near moving mechanical parts; toxic or caustic chemicals; risk of electrical shock and vibration. The noise level in the work environment is usually moderate.

Washington Elementary School District is an Equal Employment Opportunity Employer in compliance with Title VI of the Civil Rights Act of 1964 Civil Rights Act Title VII of 1972 Title IX of the Education Amendments of 1972 Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act (ADA) of 1990. Washington Elementary School District does not discriminate on the basis of race color religion national origin sex disability or age in employment or in any of its educational programs or in the provisions of benefits and services to students.

Required Experience:

IC