SPECIALIST STUDENT RECORDS

POSITION SUMMARY
The Student Records Specialist provides professional and technical support to the Student Records and Assignment Department.  The Incumbent performs specialized functions of a complex nature requiring research and analysis support and training for departments and schools throughout the district.

MINIMUM REQUIREMENTS

• EDUCATION
  • Associate's degree in Business Administration or related field is required.
  • Additional years of equivalent professional experience may be considered in lieu of the degree requirement.
• CERTIFICATION:
  • Valid driver's license and availability of private transportation
• WORK EXPERIENCE:
  • 2 years of experience working with student records is required
  • Working in a project driven environment with a strong emphasis on customer service is required
  • 1 year of providing training to adults is preferred
  • Experience in K-12 education or public sector preferred

KNOWLEDGE, SKILLS, & ABILITIES

• Ability to follow routine verbal or written instructions
• Skill in the use of personal computers and related software and document imaging applications
• Records maintenance skills
• Ability to complete routine paperwork
• Knowledge of the rules, regulations, and laws regarding student records
• Knowledge of customer service standards and procedures
• Ability to maintain confidentiality of records and information
• Ability to read, sort, check, count, and verify numbers
• Skill in the use of operating basic office equipment
• Ability to communicate with and provide routine assistance to customers
• Clerical, word processing, and/or office skills
• Ability to work effectively with diverse population
• Ability to evaluate student transcripts and/or records 

ESSENTIAL DUTIES

• Processes student transcript requests and maintains, updates, and secures student records and related documentation
• Provides customer service by responding to inquiries, answering phones, assisting visitors, and preparing correspondence
• Assists with training and support for school-based records staff on student records procedures and compliance requirements
• Coordinates the storage, retrieval, transfer, and security of student records across district and third-party locations
• Serves as an escalation point for complex student and parent records inquiries and issue resolution
• Communicates records management procedures and access protocols to schools and district departments
• Develops and distributes guidance materials, newsletters, and process documentation to support compliance and best practices
• Provides technical support and subject matter expertise related to records imaging and electronic records management processes
• Analyzes records data and prepares summaries and recommendations to support process improvements
• Researches and responds to records-related requests, including subpoenas, open records requests, and other regulatory requirements
• Required to have prompt, regular attendance in person and be available to work on-site during regular business hours and as needed
• Performs other duties as assigned by the appropriate administrator or their representative

PHYSICAL ABILITIES AND WORKING CONDITIONS

The physical abilities, working conditions and other conditions of employment listed in this document are representative of, but are not intended to provide an exhaustive list of the requirements for positions in this classification.  In the event of an emergency or situation requiring guidance from Federal, State, or local or school district authorities, the requirements of this position may change temporarily or for the school year to best serve the needs of our students.

Vision: Ability to read small print and view a computer screen for prolonged periods.

Hearing: Ability to tolerate exposure to noisy conditions

Speech: Ability to be understood in face-to-face communications, to speak with a level of proficiency and volume to be understood over a telephone or computer.

Upper Body Mobility: Ability to use hands to grasp and manipulate small objects; manipulate fingers, twist and bend at wrist and elbow; extend arms to reach outward and upward; use hands and arms to lift objects; turn, raise, and lower head.

Strength: Ability to lift, push, pull and/or carry objects which weigh as much as 15 or more pounds on a frequent basis.

Environmental Requirements: Ability to encounter constant work interruptions; work cooperatively with others; work independently; work indoors.

Mental Requirements: Ability to read, write, understand, interpret and apply information at a moderately complex level essential for successful job performance; math skills at a high school proficiency level; judgement and the ability to process information quickly; learn quickly and follow verbal procedures and standards; give verbal instruction; rank tasks in order of importance; copy, compare, compile and coordinate information and records. Understand how to manage stress

Additional Work Conditions & Physical Abilities:  Will require travel to multiple sites.

The Atlanta Public School System does not discriminate on the basis of race, color, religion, sex, citizenship, ethnic or national origin, age, disability, medical status, military status, veteran status, marital status, sexual orientation, gender identity or expression, genetic information, ancestry, or any legally protected status in any of its employment practices, educational programs, services or activities.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential duties. 

This job description is intended to accurately reflect the duties, responsibilities and requirements of the position.  It is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills, or working conditions associated with the position.  Management and administration reserves the right to modify, add, or remove duties and assign other duties as necessary. 

COMPENSATION:
Salary Grade: 125
Salary Range: Salary Schedules - Atlanta Public Schools
Work Year: 252 days (Annual)