Interim Records Specialist - PT

Shine Bright with Us: Join Our Team as an Interim Records Specialist!

Are you detail-oriented, organized, and passionate about supporting students on their educational journey? We're seeking a dedicated Interim Records Specialist to join our team at Indian River State College. As an Interim Records Specialist, you'll play a crucial role in maintaining accurate student records and ensuring a smooth administrative process.

The Interim Records Specialist is a full-time position and is pivotal in maintaining the integrity and accuracy of records at the Massey Campus (Fort Pierce). This role ensures that all documentation is managed effectively, supporting the institution's commitment to accessibility and organization. Although a temporary position, it comes with benefits, reflecting the value and importance the institution places on this role and its impact on the campus community.

Key Responsibilities:

• Assist students with admissions paperwork, residency documentation, and transcript requests.

• Refer students to relevant resources within the college and the community.

• Process and upload documents, ensuring accuracy and confidentiality.

• Convert paper records to electronic format, maintaining data integrity.

• Collaborate with faculty on attendance, grade entry, and registration corrections.

• Manage archived files and handle returned mail.

• Provide excellent customer service to walk-ins, phone inquiries, and email requests.

• Respond promptly to Parchment requests for e-transcripts.

We offer competitive pay, a comprehensive benefits package, and a supportive work environment. Join us in making a difference! Apply today!

JOB SUMMARY:

Under direct supervision, processes documents and maintains records for the College. Duties include assisting students with the admissions process; processing and uploading documents; processing educational records requests; and working with archived files.

SPECIFIC DUTIES AND RESPONSIBILITIES:

• Assists the Enrollment and Student Services Division in support of all services provided to students.

• Assists students with application and residency documentation, waiver requests, and transcript and records requests.

• Refers students to appropriate institutional and community resources as needed.

• Provides support to students in the planning and achievement of educational and career goals.

• Promotes student awareness of educational resources.

• Processes documents; uploads and retains forms, documents and other types of records; and retrieves as needed.

• Converts paper documents into an electronic format for various records; scans microfiche; and shreds.

• Enters data into the student information system.

• Processes incoming transcripts from the National Student Clearing House, WES, IEE, and Spantran.

• Processes military transcript request waiver forms, enrollment verifications, and state/federal court subpoenas.

• Assists faculty with attendance confirmations and grade entry; assists faculty and advisors with registration corrections.

• Assists with diploma mailings; assists with athletic eligibility submissions; and supports the admissions correspondence process.

• Works with alien numbers, FIEID Error, and duplicate social security numbers reports.

• Researches student records; retrieves AICE Cambridge Test Score.

• Manages archived files.

• Processes returned mail.

• Handles walk-ins as well as telephone and email inquiries regarding transcripts, transcript requests and record changes.

• Responds to requests via Parchment for student e-transcripts for them then to forward on to the student.

• Completes all other duties and responsibilities as assigned.

QUALIFICATIONS, KNOWLEDGE AND SKILL REQUIREMENTS:

• High school diploma or equivalent (Associate's degree preferred); one (1) year of related clerical work experience; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

• Knowledge of office practices and equipment.

• Knowledge of Florida residency rules and FERPA law.

• Knowledge of student admissions, records, and optical imaging.

• Skill in typing, word processing, data entry, and filing.

• Skill in organizing, time management, auditing, and prioritizing.

• Skill in delivering customer service.

• Skill in working with Microsoft Office and Windows based applications including Workday, Mariner, or other Integrow Student Information systems.

• Ability to be accurate, pay attention to details, be flexible, multi-task, be people oriented, and work independently.

PHYSICAL DEMANDS:

This position classifies the physical exertion requirements as sedentary work involving lifting no more than 10 pounds at a time and occasionally lifting or carrying articles like docket files, ledgers, and small tools. Although a sedentary job is defined as one which involves sitting, a certain amount of walking and standing is often necessary in carrying out job duties. Jobs are sedentary if walking and standing are required occasionally, and other sedentary criteria are met.