Student Records Assistant

Salary : $4,220.00 - $5,140.00 Monthly

Location : Berkeley, CA

Job Type: Year round/12 month

Job Number: 2024-06-07

Department: Varies, Berkeley

Opening Date: 06/07/2024

Closing Date: 7/1/2024 11:59 PM Pacific

Basic Function and Representative Duties

BASIC FUNCTION:

Under the direction of an assigned supervisor, perform a variety of clerical duties involved in the collection, review, manipulation and reporting of student information and other required data; utilize a computer to input data, create queries and produce a variety of mandated and requested computerized records and reports.

REPRESENTATIVE DUTIES:

ESSENTIAL DUTIES:
• Perform a variety of clerical duties involved in the collection, review, manipulation and reporting of student information including attendance, academics, testing, discipline, health records and other required data; file, maintain and update student records and cumulative folders
• Utilize a computer and assigned software to input data, create queries, and produce a variety of mandated and requested computerized lists, records and reports; update information and maintain a variety of automated records and files; assure accountability for a variety of assigned information; verify and assure accuracy and integrity of computerized data and reports
• Research, compile and verify a variety of data and information; merge a variety of data and computerized documents as needed; compute statistical information for various federal, State and District reports as necessary; purge and clean files as directed
• Serve as a resource to District staff and outside school districts concerning student records and files; respond to inquiries and provide information concerning related practices, applications, requirements, standards and procedures; provide copies of students records and information including unofficial/official copies of transcripts, schedules, report cards and other data according to established procedures
• Maintain appropriate and accurate documentation for compliance with Individual Education Program (IEP) laws as assigned by the position; update and maintain data in designated special education information system and other programs; assure proper coding for MediCal billing; utilize data to assist in establishing and preparing class lists, program calendars, information booklets, master lists/logs and other related materials; audit information received from school sites for special education funding purposes; add incoming student referrals into the system; tag student's disabilities, handicapping condition or grade as needed
• Perform a variety of administrative support duties in support of assigned office; receive telephone calls, greet visitors and provide information and assistance to students, parents, staff and the public; assist students and parents in completing forms; issue admit slips as needed
• Prepare reports for distribution; submit reports to appropriate agency or personnel according to established time lines
• Coordinate the student scheduling process to meet the needs of students, staff and parents as assigned by the position; assist an administrator with building the Master Schedule and making various adjustments to teacher assignments and room assignments
• Prepare and distribute materials for teachers as assigned by the position; create and distribute weekly attendance reports; create and distribute progress reports and report cards
• Operate a variety of office equipment including a calculator, copier, fax machine, computer and assigned software

OTHER DUTIES:
Perform related duties as assigned
Knowledge and Abilities

KNOWLEDGE OF:
Principles, methods and procedures of operating computers and peripheral equipment
Data control procedures and data entry operations
Principles and practices of data collection and processing
Record-keeping and report preparation techniques
Policies and objectives of assigned programs and activities
Methods of collecting and organizing data and information
Scheduling requirements for mandated reports
Technical aspects of field of specialty
Modern office practices, procedures and equipment
Correct English usage, grammar, spelling, punctuation and vocabulary
Interpersonal skills using tact, patience and courtesy
Oral and written communication skills
Basic math

ABILITY TO:
Perform a variety of duties involved in the collection, review, manipulation and reporting of student information
Utilize a computer to input data, create queries and produce a variety of mandated and requested computerized records and reports
Operate computers and peripheral equipment properly and efficiently
Review and verify input and output data to assure accuracy and efficiency
Assemble and prepare data for records and reports
Compile data in a timely and efficient manner and prepare reports
Establish and maintain files and records
Keyboard or input data at an acceptable rate of speed
Establish and maintain cooperative and effective working relationships with others
Meet schedules and time lines
Work independently with little direction
Communicate effectively both orally and in writing
Determine appropriate action within clearly defined guidelines
Add, subtract, multiply and divide with speed and accuracy
Education, Experience and Other Requirements

EDUCATION AND EXPERIENCE:

Any combination equivalent to: graduation from high school and two years clerical or secretarial experience including some increasingly responsible experience in record-keeping or maintaining student records

LICENSES AND OTHER REQUIREMENTS:

Some incumbents in this classification may be required to speak, read and write in a designated second language.
Working Conditions and Additional Information

ENVIRONMENT:
Office environment

PHYSICAL DEMANDS:
Dexterity of hands and fingers to operate a computer keyboard
Seeing to view a computer monitor and read a variety of materials
Hearing and speaking to exchange information
Sitting or standing for extended periods of time
Bending at the waist or kneeling to file and retrieve materials

EXAMINATION INFORMATION:
The first step in the examination process is the application screening and whether or not the candidate meets the minimum qualifications listed.
The testing process may consist of a written exam; an oral exam; a performance exam; a structured interview (SI); a qualification appraisal interview (QAI); an evaluation of training & experience/education (T&E) and/or any combination thereof.
ONLY the No Child Left Behind (NCLB) test requires and is mandated to have a passing score of 70 on each of the three parts of the test.
All other tests will have a passing score set between 50 and 99 depending of a variety of factors affecting that specific recruitment.
All candidates must pass the first examination process to be invited to the next step/test in the process.
As the testing process consists of a minimum of two examination processes; the weight of each those processes may be determined at any step in the processes.
Qualified candidates will be notified of the date, time, and place of the examination(s)/test(s).
Candidates will be notified of the minimum pass points/test score for each examination and/or test in the examination process.

OTHER: Proof of identification for completion of Form I-9, Employment Eligibility Verification, must be submitted at the time of processing for employment.

SALARIES: All salaries as stated are based on present information and are subject to change. Appointments are made at the minimum salary shown in the posting and increases are granted at intervals based on anniversary date.

Notification of Non-Discrimination Policy
The Berkeley Unified School District is committed to fostering a positive working environment for its employees. Accordingly, BUSD practices shall be free from discrimination, harassment, intimidation and bullying of any employee based on an employee's actual race, color, ancestry, national origin, ethnic group identification, age, religion, marital status, physical or mental disability, sex, sexual orientation, gender, gender identity, or gender expression; the perception of one or more of such characteristics; or association with a person or group with one or more of these actual or perceived characteristics.

The Board also prohibits retaliation against any district employee or job applicant who complains, testi?es or in any way participates in the district's complaint procedures instituted pursuant to this policy.

The following employee has been designated to handle questions and complaints of alleged discrimination regarding Board Policy 4030:

Compliance Officer and Title IX Coordinator
2020 Bonar Street, Room 116
Berkeley, CA 94702
Phone: 510-486-9338
Email: [email protected]

SALARIES: All salaries as stated are based on present information and are subject to change. Appointments are made at the minimum salary shown and increases are granted at intervals based on satisfactory service.

BENEFITS (FOR PERMANENT EMPLOYEES): Health plans provide for full coverage for employees and family in the area of medical and dental insurance to a negotiated maximum. All employees who work an average regular assignment of less than 5-1/2 hours a day (.72 FTE or less) shall be entitled to health insurance coverage and dental insurance coverage on a pro-rated basis. This position is covered by Social Security and may be eligible for California Public Employees Retirement System (CalPERS), with joint employee and employer paid contributions. Current members of CalPERS working in other California state, county, city, and school districts can transfer retirement service credit to the District. All employees are enrolled in an Employee Assistant Program (EAP). The District also offers various optional benefits including life insurance, short term disability, Vision Service Plan (VSP), and a medical and dependent care flexible spending option.

VACATION: Regular, non-management, District employees shall accrue vacation as follows:

1-3 Years: Ten (10) working days per year until he/she has completed four (4) years of service.

4-9 Years: Fifteen (15) working days per year until he/she has completed ten (10) years of service.

10-14 Years: Twenty (20) working days per year until he/she has completed fifteen (15) years of service.

15+ Years: Twenty-five (25) working days per year.

Regular twelve (12) month employees shall accrue two (2) additional days of vacation per year at each step indicated above.

HOLIDAYS: Annual employees receive seventeen (17) paid holidays per year:

Independence Day

Labor Day

Veterans' Day

Thanksgiving Holiday (3 Days)

Winter Board Holiday (3 Days)

New Year's Holiday (2 Days)

Martin Luther King's Birthday

Lincoln's Birthday

Washington's Birthday

Spring Board Holiday

Malcolm X's Birthday

Memorial Day

School Year employees may receive sixteen (16) paid holidays, including all of the above except Independence Day (4th of July).

PROFESSIONAL DEVELOPMENT: Classified employees may also participate in professional development activities to enhance their careers.

HEALTH AND CHARACTER INVESTIGATIONS:

Candidates selected for appointment may be required to pass a medical examination given by a Commission-designated physician to determine physical fitness for District employment. The Commission may disqualify any eligible candidates on the basis of the examining physician's report. The District also conducts a fingerprinting background check for all potential candidates for hire. All convictions must be declared and explained on the application; failure to do so will automatically disqualify the application. Tuberculosis tests must be completed and a negative result must be supplied prior to beginning work.

01

Please describe your clerical or secretarial experience. Include relevant details regarding record-keeping or maintaining student records duties and the length of time that you have worked in that capacity.

Required Question