Specialist Student Records

AUSTIN ISD JOB DESCRIPTION

JOB TITLE: SPECIALIST STUDENT RECORDS FLSA STATUS: NON-EXEMPT PAY GRADE: NIS 6 DUTY DAYS: 260 DATE REVISED: 05/02/2025 HC FUNDING SOURCE: THIS POSITION IS PARTIALLY OR FULLY FUNDED THROUGH LOCAL AND/OR GRANT SOURCES. CONTINUED EMPLOYMENT IN GRANT-FUNDED POSITIONS IS CONTINGENT UPON AVAILABILITY OF FUNDS.

MINIMUM QUALIFICATIONS: A high school diploma or equivalent is required. Three (3) years of related experience, including experience working with campus staff and families regarding records, guardianships, declarations of residence, and other processes related to enrolling students and appropriate documentation is required. Four (4) years of related experience is preferred. SKILL REQUIREMENTS: This position requires the incumbent to have knowledge of general office practices and procedures and office equipment. Incumbent should be familiar with types of business correspondence, report preparation and composition techniques. Incumbent should have strong computer and internet research skills, excellent interpersonal and customer service skills, and the ability to work well with all levels of administrators and staff as well as external customers. Incumbent should have strong organizational and multi-tasking skills and understand the fundamentals of time management. Employees in this position must be able to read, write, and speak/communicate in English in order to receive and to provide work-related information in a timely manner to other employees, supervisors, principals, school personnel, volunteers and where appropriate, visitors and students. Fluency in English and Spanish is preferred. JOB PURPOSE AND RESPONSIBILITY: Under general direction of the supervisor, incumbent performs a variety of complex administrative duties necessary to assist with student enrollment, student records management, including but not limited to fulfilling records requests, subpoenas, Inspector General investigations, interpreting custody orders and other legal documents, and providing assistance with records retention requirements. ESSENTIAL FUNCTIONS:

Assist

with

the

Student

Enrollment

process.

Provide

customer

service

to

families,

campus

staff,

and

other

stakeholders

via

phone,

email,

curbside,

or

in

person communications regarding all aspects of the department.

Fulfill

record

requests

for

subpoenas,

court

trials,

attorneys,

the

Inspector

General's

Office,

and

open

records

requests. This requires communication with campus staff, staff in multiple departments, and with attorneys and paralegals. Requests must be fulfilled by strict deadlines, notarized, and uploaded into the database.

Review

legal

documents

for

campus

staff.

These

documents

include,

but

are

not

limited

to

custody

orders,

divorce

decrees, and restraining orders. Legal documents are noted in the Student Information System for campus information and to create a campus visitor management software alert. Collaborate with the Legal Department as needed.

Provide

technical

assistance

to

campus

staff

on

records

and

retention

schedules

which

may

involve

performing

research, communicating to stakeholders, and maintaining knowledge of Texas Library Commission retention schedules as they apply to public schools.

Provide

assistance

with

the

guardianship

and

grandparent

guardianship

process

and

the

maintenance

of

these

records

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AUSTIN ISD JOB DESCRIPTION

Collaborate

with

Project

HELP

and

others

to

assist

in

the

enrollment

of

families

in

needs.

Provide

customer

service

to

families,

campus

staff,

and

other

stakeholders

via

phone,

email,

curbside,

or

in

person communications regarding all aspects of the department.

Assist

with

correspondence,

communications,

reports,

presentations,

and

other

documents.

Maintain

strict

confidentiality

of

privileged

information.

Establish

and

maintain

effective

relationships

with

those

contacted

in

the

course

of

work.

Assemble,

organize,

and

present

data

required

by

the

supervisor

to

make

decisions.

May

assist

in

the

training

of

other

clerical

staff.

Provide

an

exceptional

customer

experience

for

all

AISD

stakeholders

with

intentional

and

professional practices

that promote a culture of respect. OTHER DUTIES AS ASSIGNED: Perform other related duties as assigned. All employees are expected to comply with lawful directives in rare situations driven by need. PHYSICAL EFFORT AND WORK ENVIRONMENT: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. This position may involve rare exposure to blood or body fluids. Regular attendance is required for this position. Tools/Equipment Used: Standard office equipment including personal computer and peripherals; multi-line phone system Posture: Continuous sitting and walking Motion: Repetitive hand motions including reaching. Frequent keyboarding and use of mouse. Lifting:

Heavy

lifting

and

carrying

(15

pounds

and

over)

on

a

daily

basis.

Environment:

Work

in

an

office

environment

in

the

administrative/HQ

Mental

Demands: Work

with

frequent

interruptions;

maintain

emotional

control

under

stress PERSONAL WORK RELATIONSHIPS: This position reports to the appropriate supervisor of the department. Incumbent will consult frequently with other Austin ISD staff, as well as outside agencies. The Austin Independent School District provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or

local

laws. I have read & acknowledged the job description above.

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AUSTIN ISD JOB DESCRIPTION

Employee Signature:

Date:

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