Student Records Clerk

Description

POSITION: Records Clerk

DEPARTMENT: Student Records

REPORTS TO: Student Records Manager

FLSA STATUS: Non-exempt

Job Summary: Provide support for the student records function to ensure that students receive the support services and benefits necessary for successful participation in the Job Corps program while ensuring the maintenance of a uniform systems to account for and document the participation and achievement of program participants.

Duties:

• Ensures the updated status of all pending arrivals in CIS to inform OA and center management.
• Assists the Records Manager in scheduling sufficient arrivals to achieve and maintain contracted design capacity (On-Board Strength) through collaboration with OA contractors in geographic assignment plan (GAP).
• Collaborates with counselors in returning AWOL students back to Center. Ensures prompt documentation of AWOL retrieval efforts in CIS and student personnel files.
• Maintains accountability for the input of students’ records and credentials in CIS in compliance with the PRH.
• Assists in the development of daily morning reports are made available to all department in a timely manner.
• When assigned, develops and distributes various reports such as the morning report, OMS projections, pending arrivals, projected separations, and other reports, as requested by management.
• Coordinates commercial transportation needs of students in compliance with the PRH and Department of Labor Manual Series – DLMS 7 – Travel Management.
• Implement a system to provide clothing allowances for students in the amounts indicated and according to the time schedule shown in the PRH. Records shall include a signed receipt for all clothing allowances issued to the student.
• Implement a uniform system for issuing student personal allowances and transition allowances earned through participation and achievement.
• Ensure performance is accurately tracked and reported and necessary corrective action is taken to achieve the performance outcome goals and quality standards established by the National Director of Job Corps.
• Assures that personal information about individual students, subject to the Privacy Act, is shared among staff only to the extent necessary to ensure the safety and effective provision of services to students, and no further, in accordance with the Student Rights to Privacy and Disclosure of Information.
• Conducts periodic self-evaluation and audits to ensure integrity, accountability, and prevention of fraud and program abuse. Assurance compliance with company quality assurance efforts.
• Ensures the safety, health, and security of students, staff, and property.
• Serves as property custodian, when assigned.
• Ensures all students’ records are properly and timely maintained and secured.
• Ensure accuracy, completeness and timeliness of all documents to the Records Department from the other various areas
• Complies with all DOL guidelines, OFCCP regulations, Job Corps notices and bulletins, and Center policies and procedures
• Maintains good housekeeping in all areas and complies with safety procedures.
• Models, mentors, monitors appropriate Career Success Standards, clothing policy, and standards of conduct system.
• Participation in PRH mandated staff training is mandatory.
• Performs other duties, as assigned, within the employee’s capabilities.

Requirements

Qualifications and Experience: High School Diploma or GED and valid state driver’s license required. Associates Degree or higher preferred. Data entry experience and knowledge of software applications such as word processing and spreadsheet applications needed.

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 and stand and walk; to reach with hands and arms and talk and listen. The employee is occasionally required to sit; to use hands to finger, handle, or feel; to taste and to smell. The employee must be able to occasionally lift and/or move up to 25 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 occasionally exposed to outdoor weather conditions. The noise level can vary from quiet to moderate.

This job description is not intended to be all-inclusive. Therefore, the 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. 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.

We offer equal employment opportunities to all persons without discrimination on the basis of race, color, religion, age, sex (including gender identity and sexual orientation), genetic information, national origin, citizenship status, pregnancy and related medical conditions, physical or mental disability, or past, present, or future service in the Uniformed Services of the U.S., or any other legally protected status.