Records Clerk - (Registrar/Graduation)

at  Central Piedmont Community College

GENERAL FUNCTION

Performs a variety of standard to moderately complex records related and administrative tasks which may include transcript downloads, linking and evaluating; academic record updates; answering FERPA relates questions; other records related tasks in support of the department’s daily operations.

MINIMUM REQUIREMENTS AND PREFERRED QUALIFICATIONS

• High school diploma and one year of higher education or office administration experience.

PREFERRED QUALIFICATIONS:

• Associate’s degree.
• Experience working in a registration and/or records department in a higher education environment.
• Strong computer skills with experience in Ellucian Colleague/Banner software.

KNOWLEDGE, SKILLS, ABILITIES AND WORKER CHARACTERISTICS:

• Intimate knowledge of FERPA law (Family Educational Rights and Privacy Act)
• Microsoft Office software including Word and Excel.
• Principles and procedures of record keeping.
• Excellent spelling, grammar and punctuation skills.
• Modern office procedures, methods and computer equipment.
• Basic knowledge of document imaging and retrieval.
• Knowledge of standard office procedures and equipment
• Writing and proofreading skills
• Strong customer service/communication skills

1. Works closely with the Assistant Registrar to process incoming documents to department workflows and ensure all processes are operating efficiently.
2. Helps the Student Records’ office process all incoming and outgoing college transcripts for the college including electronic and paper copies.
3. Scans, images, and indexes all student official documents into the College’s imaging software.
4. Helps to ensure FERPA regulations are enforced at all times.
5. Assist in record maintenance using current Enterprise Resource Planning (ERP) system and the Softdocs imaging system.
6. Assists with processing student withdrawals in the ERP systems and ensures documents are imaged to the student’s record in the imaging software.
7. Assists the Assistant Registrar in maintaining a secure, neat and organized environment for all student records.
8. Promptly respond to requests for information (mail, e-mail, telephone, etc.).
9. Assists department in cleanup of monthly reporting submissions.
10. Assists Student Records in data updates
11. Participate in the activities of the Registrar’s & Student Records Office.
12. Sorts all Student Record’s incoming mail on a daily basis.
13. Other duties as assigned by the Assistant Registrar.