Records Assistant

Job Title Tacoma Public Schools Job Description This position monitors and processes the enrollment and withdrawals of students at the assigned school; establishes, organizes, and maintains comprehensive student record management and retention system; processes and officiates requests for transcripts and records; creates and maintains the assigned school's master schedule and schedules students; ensures compliance with District, state and federal guidelines for student information and records; processes report cards and progress reports; supports the staff at the assigned school; and demonstrates exceptional customer service. Essential Job Functions 1. Serves as contact for staff, students, and parent(s)/guardian(s) on eligibility for enrollment and transfers; explains District procedures and requirements; scrutinizes and processes student enrollments in a timely manner with appropriate home address verification, immunization verification, health conditions, receipt of student records, and completion of online enrollment; collaborates with Student Services, Health Services, and other appropriate District staff to ensure students are screened for appropriate placement and receive services; maintains daily log of student records that are received; and performs accurate review of student records to process students for enrollment. 2. Establishes, organizes and maintains a comprehensive student record system at assigned school in accordance with District, state and federal policy, procedure, and laws; ensures compliance with District, state and federal regulations for student record protection; creates different types of files based on specific criteria for each student to maintain confidentiality; files documents as they relate to student inactive and active records; pulls student files for auditors and staff, as requested; coordinates disposal of files per established retention schedule; reviews student records to ensure data is accurately and uniformly recorded and retained for auditing purposes per District, state, and federal guidelines. 3. Maintains student data in the student information system; enters and ensures accuracy of student enrollment and withdrawal information for District and state reporting; ensures student data is aligned with District and state requirements; monitors negative withdrawals to assist with District graduation rate initiative; generates a variety of building reports, as requested by administrators and staff. 4. Inputs and builds, as directed by administrator, the master schedule in the student information system; enters accurate course codes for assigned school, course descriptions, and other data for grades, and scheduling; communicates with administrative staff regarding scheduling and curriculum; maintains student schedules; checks completed master schedule for accuracy; maintains master schedule throughout school year and, if applicable, summer sessions; and facilitates the annual course request process. 5. Processes student withdrawals from assigned school; verifies parent(s)/guardian(s) identity; assists in completing of withdrawal forms and obtaining grades from teachers; updates withdrawal data in student information system; determines where student is going; sends official records to new school in a timely manner; prepares unofficial copy of records to give to student and parent(s)/guardian(s) at time of withdrawal to facilitate a smooth transition; maintains daily log of student records that are sent for the purpose of processing students for withdrawals. 6. Review transfer student's transcripts and enters into student information system; ensures accuracy and maintains grade reporting information; reviews and processes student grades from student information system; processes progress report and report card grades and ensures staff have completed their processes; checks for inaccuracies and works with staff for corrections; ensures accuracy of Grade Point Average (GPA) calculation, rank calculation, and other marking reporting data. 7. Answers telephone; screens calls; greets and assists students, parent(s)/guardian(s), staff and the public; takes messages for staff members; makes appropriate referrals; makes appointments for guidance staff as directed; responds to inquiries and requests for documentation and information per District, state, and federal guidelines; processes and completes office mailings as needed; orders and maintains office supplies as needed for the purpose of supporting school staff. 8. Prepares monthly state apportionment report (P223) for administrative review and approval; runs student full time equivalent and enrollment reporting, consecutive absence reporting and free time detail reports; verifies enrollment and schedule in the student information system; submits P223 to District to meet state deadline for reporting. 9. May assist ill or injured students in the health room in the absence of the school nurse and contacts parents/guardians to arrange transportation home. Other Job Duties 1. Maintains and updates knowledge and skills necessary for success in the position by participating in professional development activities, meetings, seminars and workshops, as needed or as assigned. 2. Maintains knowledge of current developments and requirements related to student records management, retention and enrollment procedures. 3. Acts as back up to other office staff, as directed; performs related duties as assigned, on a temporary basis. 4. Regular, reliable, predictable attendance or physical presence is an essential job requirement and critical to the performance of the work. Conditions School environment; required to concentrate on detail and be precise; may experience frequent interruptions from telephone calls and visitors to the office; experiences confinement to work station and video display; may be required to work with and defuse, as appropriate, difficult and sensitive situations; lift/move boxes, stoop, bend and reach overhead; may be required to lift and carry up to 20 pounds, bend, squat, stoop, kneel, crouch, walk, twist, climb, and/or be mobile. Minimum Qualifications Education and Experience High school diploma or equivalent with training in business office skills; AA degree in business or related field, preferred; and two to four years of experience in business environment including records maintenance required; experience working in a school setting, preferred or any combination of experience and training which provides the applicant with the knowledge, skills, and ability required to perform the work. Licenses/Special Requirements May be required to obtain first aid certificate or CPR training. May be required to have annual training for dispersion of student medications. Fingerprints and successful WSP and FBI background clearance/sexual misconduct clearance. Allowable Substitution Equivalent combinations of education and work experience will be evaluated by the Human Resources department for comparability. Knowledge, Skills and Abilities Knowledge of Federal and State laws and District guidelines/policies for record protection pertaining to confidential student records. Knowledge of general office procedures. Knowledge of correct grammar, spelling, punctuation and English usage to prepare professional correspondence. Knowledge of computers and related software in word processing, spreadsheets, data bases and other applicable software applications. Skill in obtaining, clarifying and exchanging information. Skill in providing quality customer service. Skill in effective problem solving and decisions making. Skill in data entry, word processing and spreadsheet software applications. Skill in navigating student data system and performing data queries. Skill in operating a variety of office machines. Ability to operate a personal computer with applicable software applications. Ability to exercise good judgment and maintain confidentiality. Ability to obtain, clarify, and exchange information. Ability to communicate effectively with a variety of people. Ability to accurately perform mathematical calculations. Ability to organize, set priorities, coordinate activities, and meet deadlines with excellent follow through. Ability to concentrate on detail and be precise. Ability to work under pressure. Ability to maintain comprehensive record keeping systems. Ability to multi-task. Ability to participate as a team member. Ability to demonstrate reasonable, reliable, and regular attendance. Ability to establish and maintain effective working relationships with a variety of people in a multi-cultural, diverse socio-economic setting. Supplemental Information This job description is not an employment agreement or contract. District administration has the exclusive right to alter this job description at any time without notice. The statements contained herein reflect general details as necessary to describe the primary functions of this job, the level of knowledge and skill typically required and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise balance the workload. Nondiscrimination Statement Tacoma Public Schools does not discriminate in any programs or activities on the basis of sex, race, ethnicity, creed, religion, color, national origin, immigration or citizenship status, age, veteran or military status, sexual orientation, gender expression, gender identity, homelessness, disability, neurodivergence, or the use of a trained dog guide or service animal and provides equal access to the Boy Scouts and other designated youth groups. The following employees have been designated to handle questions and complaints of alleged discrimination: Civil Rights Coordinator, Gender-Inclusive Schools Coordinator