Record Clerk: Student Record Clerk

POSITION: RECORD CLERK: STUDENT RECORDS CLERK

REPORTS TO: SCHOOL PRINCIPAL

JOB DESCRIPTION:

Position Purpose

The Student Records Clerk performs specialized clerical and records-management duties associated with the maintenance, accuracy, confidentiality, retrieval, and release of student educational records at Richmond Senior High School. The employee supports the efficient operation of the school by ensuring student records are complete, current, secure, and handled in accordance with Richmond County Schools procedures and applicable state and federal requirements.

Essential Duties and Responsibilities

Maintains accurate, complete, organized, and secure student cumulative records and other official student documentation.

Processes student enrollments, withdrawals, transfers, and related records documentation in accordance with established procedures.

Requests records for incoming students and prepares and transmits records for students transferring to other schools or authorized institutions.

Processes requests for transcripts, student records, enrollment verification, and other authorized educational records.

Reviews records for completeness and accuracy and follows up on missing, incomplete, or inconsistent documentation.

Files, scans, indexes, organizes, archives, retrieves, and maintains electronic and paper student records as required.

Assists with maintaining and verifying academic, enrollment, graduation, transcript, demographic, and other student record information as assigned.

Works collaboratively with administrators, counselors, teachers, data personnel, and other school staff to resolve records-related questions and maintain accurate student information.

Assists with preparation, review, and verification of records needed for audits, reporting, enrollment, graduation, and other school or district processes.

Maintains records for current and former students in accordance with applicable records-retention requirements and district procedures.

Responds professionally and promptly to authorized records-related inquiries from students, parents/guardians, staff, colleges, agencies, and other appropriate parties.

Maintains appropriate logs, documentation, and tracking related to student records requests and releases when required.

Provides general clerical and administrative support related to student records and the operation of the school office.

Performs other duties and responsibilities as assigned by the School Principal.

FERPA, Confidentiality, and Records Security

The Student Records Clerk is entrusted with confidential student information and must safeguard the privacy and security of all educational records and personally identifiable information. The employee must comply with the Family Educational Rights and Privacy Act (FERPA), applicable state and federal requirements, Richmond County Schools policies and procedures, and established records-management practices. Student information may be accessed, used, discussed, copied, transmitted, or released only for legitimate educational or business purposes and only to appropriately authorized individuals. The employee is expected to exercise sound judgment and discretion at all times when handling confidential information.

Knowledge, Skills, and Abilities

Thorough attention to detail and a high degree of accuracy in records processing and data entry.

Strong organizational, filing, recordkeeping, and time-management skills.

Ability to understand and consistently follow policies, procedures, timelines, and records-management requirements.

Ability to maintain strict confidentiality and exercise discretion when handling sensitive student and family information.

Ability to communicate effectively, professionally, and courteously, both orally and in writing.

Ability to manage multiple assignments, priorities, interruptions, and deadlines in a school-office environment.

Ability to use computers, electronic records systems, databases, email, scanners, and standard office software and equipment.

Ability to establish and maintain effective working relationships with students, parents/guardians, staff, administrators, and the public.

Ability to work independently while also collaborating effectively as part of a school-based team.

Education and Experience

High school diploma or equivalent required. Previous clerical, administrative, records-management, data-entry, or school-office experience is preferred. Experience handling confidential records and working in an educational setting is also preferred. Equivalent combinations of education and experience that provide the required knowledge, skills, and abilities may be considered.

Physical Requirements and Work Environment

The employee must be able to perform routine office functions, including sitting and working at a computer for extended periods; standing, walking, bending, reaching, filing, and retrieving records; operating standard office equipment; and occasionally lifting or moving files, boxes, or office materials. The position is primarily performed in a school-office environment and may involve frequent interaction with students, staff, parents/guardians, and the public.

Terms of Employment

Work schedule, salary, benefits, work year, and other terms and conditions of employment will be established in accordance with Richmond County Schools policies, procedures, and applicable salary schedules.

Evaluation

Performance will be evaluated by the School Principal or designee in accordance with Richmond County Schools procedures and applicable evaluation requirements.

General Statement

This job description is intended to describe the general nature and level of work performed by the employee assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, qualifications, or working conditions. Richmond County Schools reserves the right to assign or modify duties and responsibilities as organizational and operational needs require, consistent with applicable law and Board policy.