Records Specialist

Position Summary

The Records Specialist maintains student personnel files in hard copy and E-Folder formats in compliance with the Job Corps Policy and Requirements Handbook (PRH).

Essential Functions

1. Perform administrative duties as directed to properly maintain files on both active and separated students including filing, copying, archiving, and producing required reports.
2. Provide accurate entry of student data into designated Job Corps information systems including duty status and attendance, leaves of absence, academic and career technical training attainments, allotments, personal information, extensions, separation status, and other data as directed.
3. Maintain student signature rosters, dormitory bed checks, and other attendance documentation used to establish students’ duty status in daily hard copy files for all active students.
4. Assist in the preparation of the daily Morning Report to accurately reflect the duty status of each student.
5. Maintain individual hard copy student personnel folders in compliance with PRH Chapter 6 and ensure aging hard copy records are archived in compliance with federal schedules and procedures.
6. Assist in coordinating student travel arrangements including verifying eligibility, ordering travel tickets, and student travel account reconciliation in compliance with PRH Ch. 6.7 and Exhibit 6-3 and maintain supporting documentation in the student file.
7. Record student clothing allowances in compliance with PRH Ch. 6.6 and maintain supporting documentation in the student file.
8. Assist in preparing reports and documentation to support student pay and collection of fines in collaboration with other departments.
9. Maintain data integrity standards by ensuring supporting hard copy documentation on student attainments is received prior to recording attainments in Job Corps data systems.
10. Responds to student, parent/guardian, and former student requests for copies of records in compliance with the PRH.
11. Provides quality customer service for both internal and external customers.
12. Participate in department meetings and all mandated PRH and Strategix training.
13. Maintain accountability of staff, students, and property and adhere to safety practices.
14. Promote a harassment-free environment.
15. Utilize information systems and handle student data in strict adherence to Job Corps and Strategix policies to protect student’s personally identifiable information (PII) and reduce network security threats.
16. Adhere to and model Strategix servant leadership culture values: Honor Others, Inspire Vision, Choose Integrity, People First, Balance Focus with Flexibility, Serve with Humility, and Innovate and Disrupt.

We are committed to being an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. 

Qualifications and Experience Minimum

High school diploma and two years of experience in records administration, general office, or data entry procedures. Information technology proficiency including MS Office. Demonstrated customer service orientation.

Preferred

Associate degree and previous Job Corps experience.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. This job description is not intended to be all-inclusive. Employee may be requested to perform other reasonable related duties as assigned by the immediate supervisor and other management as required. The company reserves the right to revise or change job duties as business requirements dictate with or without notice. It is mutually agreed that the job description does not constitute a written or implied contract of employment. It is also understood that the company reserves the right to change work schedules as required, including overtime.

Physical Demands

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit, stand, walk, talk, hear, operate a computer, hand-held learning device and other office equipment, reach with hands and arms, and must occasionally lift and/or move up to 10 pounds. Specific vision capabilities required by this job include close vision, distance vision, and peripheral vision.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is exposed to outdoor weather conditions ranging from cool in Winter to extreme heat in the Summer and Fall months, and occasional poor air quality. The noise level can vary from moderate to loud.