SANTA ANA UNIFIED SCHOOL DISTRICT
Student Records Technician
Basic Function:
Under general supervision, perform various moderately complex clerical support and record keeping duties related to pupil enrollment and withdrawal of students accordance with established policies and procedures; perform specialized functions related to student records management, transcripts analysis, and data input; identification, classification, retention, scanning, storage and destruction of district and student records; performs other related work as required.
Representative Duties:
Maintain, process, classify, retain, and dispose of school district student records. E
Interact with diversified school personnel or the public in matters requiring a detailed knowledge of rules, procedures, and policies pertaining to school and student records. E
Prepare documents based on data obtained from records and other sources and process them in accordance with prescribed procedures. E
Create and maintain computerized records and files. E
Input information into various database programs. E
Recommend modifications to district policies, regulations, and procedures. E
Operate a computer to input, output, update and to access a variety of records and information; generate records, reports, lists and summaries; operate a variety of office machines; assure proper maintenance of equipment. E
Coordinate procedures and policies on student records for the District’s schools in accordance with the Education Code, State Laws and District Policies. E
Coordinate preparation and transmittal of records from schools for processing and/or information storage. Evaluate, code, and maintain records for data retention. E
Receive/review student transcripts and records in a variety of formats for content, accuracy and completeness. E
Student Records Technician (CONTINUED)
Representative Duties:(CONTINUED)
Receive/process requests for transcripts, student records, information and verification of data for all former students. E
Analyze student transcripts and make accurate independent judgment. E
Process court orders for sealing of records. E
Compose correspondences and prepare reports, memos and letters, and maintain data processing schedules. E
Coordinate transfer, preservation, and storage of District and student records with administrative and supervisory personnel. E
Purge, organize, and index information in preparation for storage and transfer. E
Update files. E
Perform related duties as assigned.
KNOWLEDGE AND ABILITIES:
Knowledge of:
Current office practices and procedures.
Proper filing/indexing methods and procedures.
Health and safety regulations, safe working methods and procedures.
Correct English usage, spelling, grammar, punctuation and composition.
Correct oral and written usage of English and a designated second language.
Operate standard office equipment including personal computer, typewriter, and calculator.
Proficient computer skills in data entry and software integration.
Student Records Technician (CONTINUED)
ABILITY TO:
Learn software applications.
Use interpersonal skills using tact, patience and courtesy.
Learn and understand laws and regulations pertaining to student records and records management/retention for school districts.
Create computer indexing for the retrieval of information.
Type, file, request, and send cumulative student records to and from other schools according to established procedures.
Create query statements to print various reports.
Conduct record searches including verifying birth dates, graduation dates, legal names and dates of attendance.
Receive, monitor, track, log, maintain and review student cumulative, confidential, and drop files.
Organize the storage of cumulative files for all students for several years as well the storage of reports and other documentation of records as needs.
Send student permanent records to district archives according to established time lines.
Use both electronic and manual record keeping systems which will allow for efficient collection, retention, and retrieval of information.
Complete information for surveys and reports, immigration, employment and graduation verification.
Assure the accuracy of student classification data within the student information system by responding to system audits conducted by various District departments, such as Special Programs, Special Youth Services, and Information Systems.
Perform and complete a wide variety of technical functions such as word processing, files, records and reports.
Post, maintain and review records accurately.
Prepare general, statistical and special reports.
Plan and organize work.
Work independently with little direction.
Work confidentially with discretion, and complete work with interruptions and in a timely manner.
Meet critical deadlines.
Student Records Technician (CONTINUED)
ABILITY TO: (CONTINUTED)
Prioritize work and perform several tasks at one time.
Support and assist school and district staff with records’ policies and procedures.
Provide customer service, meet and greet the public tactfully and courteously.
Make arithmetical calculations accurately.
Type and enter data at a speed necessary for successful job performance, a minimum of 30-35 words per minute.
Have an outstanding appreciation of human diversity.
Understand and carry out oral and written instructions.
Establish and maintain cooperative working relationships.
Attend and participate in a variety of in-service trainings and meetings.
Oversee and maintain “self-service” computer center for optimal information retrieval.
EDUCATION AND EXPERIENCE:
A High School Diploma or GED and any combination equivalent to two years of college with course work in computers/technology and/or experience in the area of record keeping.
LICENSES AND OTHER REQUIREMENTS:
Valid California Drivers License.
Student Records Technician (CONTINUED)
WORKING CONDITIONS
Environment:
Office and warehouse environment.
Driving a vehicle to conduct work.
PHYSICAL ABILITIES
Hearing and speaking accurately to exchange information in person or on the telephone.
Seeing to read a variety of materials.
Bending at the waist, kneeling or crouching to file materials.
Sitting or standing for periods of time.
Dexterity of hands and fingers to operate a computer keyboard.
Lifting or moving objects, normally not exceeding thirty (30) pounds.
Reasonable accommodation may be made to enable a person with a disability to perform the essential functions of the job.
Board Approved: 12/14/10
