Administrative Assistant of Student Records

Department or Location

Student Services Department

Classified / Non‑Contracted

Administrative Assistant of Student Records

Non‑Exempt

Student Records Supervisor

235 Days (12 months)

High school graduate or GED required. Secondary training and clerical experience are preferred.

None is required.

Working knowledge of basic clerical procedures. Working knowledge of modern office practices and procedures. Ability to provide timely and accurate office support services to staff. Ability to operate computer terminals and similar office equipment. Ability to communicate effectively. Requires good interpersonal and public relations skills. Excellent verbal and written communication skills.

Computer experience/training preferred. Experience working with files and records is preferred.

This position is responsible for maintaining student records and provide record copies to authorized agencies and individuals as requested.

• Notarize school documents.
• Fulfills student transcript requests, maintains and updates student records, answers phones, greets enters data, and composes letters.
• Coordinates the movement, storage retrieval, and security of records from all district and third‑party location.
• Maintains a daily file of transcript releases.
• Scan all inactive student records.
• Computerizes student data.
• Compose routine office correspondence.
• Verifies student data via computer.
• Fill out forms for various organizations.
• Set up and maintain office files, and manage office support services.
• Assists appropriate agencies with vital information regarding student records.
• Performs general clerical duties as needed.
• Attends job‑related training as directed by the supervisor.
• Operate a computer terminal to perform word processing or data system tasks, and other office equipment.
• Serves as subject matter expert (SME) for Student Records processes and engages in high‑level problem solving and participation in District assessments.
• The employee shall carry out such other and further duties, whether specifically listed above or not, as are assigned or required by such employee’s supervisor, other appropriate school personnel, law board policy administrative regulation, department handbook, as are reasonably necessary to the efficient operation of the school system and its mission.

The work environment characteristics 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 essential functions. The noise level in the work environment is usually moderate.

The employee must occasionally lift and/or move up to 25 pounds. While performing the duties of this job, the employee is regularly required to talk and hear. The employee is frequently required to walk, stand, and sit.