Records Management Clerk

The Records Management Clerk is responsible for the accurate maintenance, organization, retrieval, and archiving of student and district records. This position ensures compliance with federal, state, and local regulations regarding records retention, confidentiality, and documentation procedures.

The Records Management Clerk works closely with school sites, district departments, and families to ensure records are properly maintained, transferred, and safeguarded.

Essential Duties and Responsibilities

Records Maintenance & Organization

Maintain active and archived student records, including cumulative files, transcripts, enrollment documents, and other official records.

Process student enrollments, withdrawals, transfers, and record requests.

Ensure proper filing, scanning, indexing, and storage of physical and electronic records.

Apply district records retention schedules and archive or dispose of records accordingly.

Compliance & Confidentiality

Ensure compliance with FERPA and applicable state and federal laws.

Safeguard confidential student and staff information.

Verify identity and authorization prior to releasing records.

Maintain secure storage systems for both digital and hard-copy records.

Data Entry & Reporting

Enter and update records accurately within the student information system.

Generate transcripts, enrollment verifications, and official reports as requested.

Assist with audits and data verification processes.

Customer Service & Communication

Respond to requests from parents/guardians, students, staff, and external agencies.

Provide information regarding records procedures and timelines.

Collaborate with school registrars and district staff to resolve discrepancies.

Qualifications

Education & Experience

High school diploma or equivalent required; Associate’s degree preferred.

Minimum of two (2) years of clerical or records management experience, preferably in a school or public agency setting.

Knowledge & Skills

Knowledge of records retention procedures and confidentiality regulations (FERPA).

Proficiency in student information systems and standard office software.

Strong organizational skills and attention to detail.

Ability to manage multiple tasks and meet deadlines.

Strong written and verbal communication skills.

Ability to maintain discretion and professionalism when handling sensitive information.