Job Title: Records Assistant
Classification: C3
Department: Records
Updated: January 2019

Job Summary

Provides customer service and support for a variety of functions within the Student Assistance Center.

Responsibilities

Essential Functions:

• Assists students on the phone and in person.  Provides information and completes transactions as required by students.
• Works at the service counter - answers questions, receives and provides paperwork for responding to customer needs and performs typical administrative functions such as registering students, cashiering operations, providing admissions information, producing transcripts, etc.
• Interprets regulations and procedures and responds appropriately.
• Uses information provided by computerized reporting to monitor and maintain the quality and accuracy of data.
• Registers students.
• Supervise student employees.
• Other related duties as assigned.

Non-Essential Functions:

• Serves on the Customer Service Panel.
• Works at registration events.
• Works at commencement.
• Assists other units within the Student Assistance Center during high demand times.

Auditing:

• Updates student records with information pertinent to graduation requirements throughout the student’s career.
• Sends documents to advisors for graduation audits, reviews information, updates records, determines if student has met graduation requirements, prepares appropriate paperwork, communicates with students regarding their progress toward graduation.
• Performs transfer credit evaluations and updates the student record in response to those evaluations.
• Gathers information required for teacher certification, determines whether conditions have been met, prepares paperwork for the State Department of Education.

Records:

• Monitors the accuracy of semester grading, processes repeat grades, determines the accuracy of academic standing, determines completeness of grade production, mails grade reports and academic letters, and distributes grading reports to the appropriate administrative offices.
• Maintains and updates student records - grades, addresses, name changes and other bio-demographic information.
• Produces official transcripts.
• Processes and maintains international documents and documents related to the Study Abroad Program.
• Verifies attendance for outside agencies.
• Establishes and maintains permanent student files.
• Works with Veterans to fulfill necessary reporting requirements to the Department of Veteran’s Affairs.

Application Processing:

• Processes, monitors and maintains admission applications from beginning to end.
• Responsible for recruit and application data entry.
• Processes and maintains transfer equivalencies, application decisions, various calculations, and student records.
• Prepares and mails appropriate correspondence to applicants.
• Assists students, parents, staff and faculty on the telephone, online, and in person.
• Provides information and completes transactions as necessary.
• Interprets regulations and procedures and responds appropriately.
• Uses information provided by computerized reporting to monitor and maintain the quality and accuracy of data.
• Works with multiple data systems in the testing and production environments.
• Supervises student employees.
• Works at commencement; may include Saturdays.
• Other related duties as assigned.

Head Cashier:

• Works at the service center – answers questions, receives and provides paperwork for responding to customer needs and performs typical administrative functions such as registering students, cash operations (both student and building), providing admissions information, producing transcripts, etc.
• Assists customers on the telephone, online, and in person.
• Provides information and completes transactions as required by students.
• Interprets regulations and procedures and responds appropriately.
• Runs unofficial transcripts and degree audits.
• Responsible for maintaining and balancing a cash drawer.
• Responsible for maintaining and balancing a vault.
• Counts coin and cash for deposit for the University.
• Will cross-train and regularly perform tasks with degree-auditing unit, records unit, and registration unit.
• Uses provided reports to monitor and maintain the quality and accuracy of data.
• Serves as resource person for faculty, staff and students within areas of expertise.
• Responsible for daily monitoring of activities at the transaction center.
• Monitors inventory.

Registration:

• Handles registration concerns.
• Maintains and updates course schedule information.
• Works closely with other departments to coordinate accurate course scheduling and room scheduling needs.
• Serves as a primary person at registration events.
• Processes major declaration forms.
• Assists in the distribution and collection of both midterm and final semester grade sheets.
• Assists in the grade clean-up procedures required before student grade mailers are produced.
• Assists with the daily preparation of course summary reports and schedule confirmations for campus distribution and mailings.

Required Qualifications

• High school graduate or equivalent.
• Minimum of three years of relevant work experience.
• Demonstrated experience to successfully work under pressure and meet deadlines. 
• Demonstrated experience to successfully maintain positive intercultural and interpersonal relationships.
• Demonstrated experience to successfully operate office equipment.
• Demonstrated experience to successfully provide quality customer service.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Possess strong verbal and written communication skills.
• Typing and spelling competency.
• Demonstrated experience to successfully to use various computer software applications.
• Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
• Demonstrated experience to successfully perform mathematical calculations with speed and accuracy.
• Excellent grammar and proofreading skills.

Preferred Qualifications

• Some college course work.
• Higher education experience.
• Supervisory experience.

Supervision Received

Receives general instruction from a designated supervisor, but is generally expected to work independently.

Supervision Exercised

Hire, train, supervise, schedule and coordinate the work of student employees and may act as lead worker to other PSS staff members within the department/unit/division. 

Physical Demands

• To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

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