Specialist - Student Records (half-time)

Specialist, Student Records

Operating under the direction of the Chief Academic Officer, this position manages the lifecycle of all general education student education records for the District, ensuring accuracy, integrity, and compliance with federal, state, and District policies. This role oversees records, out of district transfers, retention, and destruction, while serving as the District expert on FERPA, IDEA, and related privacy laws. The Specialist provides training, technical guidance, and customer service to schools, staff, parents, and external agencies to support lawful, consistent, and efficient records management practices across the District.

Job Responsibility Description

Student Records Management

Oversee cumulative student records, including attendance, discipline/expulsion, entry/withdrawal coding, testing results, health and immunizations, registrations, custody documentation, and disputes. Provide required documentation for students leaving the District to maintain accurate enrollment and dropout reporting. Provide customer service to staff, families, and external agencies requesting student records.

Records Tracking and Reporting

Manage the transfer of student records between schools/districts, ensuring compliance with District, state, and federal policies. Coordinate with Special Education Records Specialists on requested records. Perform data entry and recordkeeping necessary for state, federal, and local reporting requirements.

Policy, Compliance, and Legal Support

Maintain up-to-date knowledge of Board policies, CDE regulations, and state/federal laws related to student records. Interpret and apply state archiving and retrieval requirements; implement retention schedules and coordinate secure destruction of records in accordance with legal mandates. Act as a District resource for school staff, parents, and guardians regarding student records, providing accurate guidance on policies and best practices. Assist governmental agencies with requests and represent the District in legal proceedings involving student records when required. Collaborate with District legal counsel to manage custody-related records issues and ensure compliance with subpoenas and court orders.

Student Information System and Training

Develop and deliver training programs for Records Clerks, School Secretaries, and Attendance Secretaries to ensure consistent, compliant record practices across all schools. Provide oversight on procedures for storage, retrieval, and removal of student records.

Records Transfer and Registration Support

Manage student records transfers between districts in compliance with federal, state, and District policies. Collaborate with the Student Information System team and department leaders to align workflows and improve records efficiency districtwide.

Other Duties

Additional tasks, duties, and responsibilities may be assigned as needed/requested.

Education and Experience Acceptable demonstration of acceptable education and/or experience will be at the sole discretion of the District. High school diploma or equivalent with specialized training or vocational courses beyond high school required Associates' Degree in Business, Library Science, Office Technology or other acceptable equivalent preferred Three years' experience in a records/office management or an administrative assistant position required Prior school district experience preferred Notary public preferred Licenses, Registrations or Certifications Criminal background check required for hire Valid Colorado driver's license or valid Colorado identification required

Knowledge, Skills and Abilities Ability to manage large volumes of data with accuracy and attention to detail. Ability to be adaptable and flexible with collaborative critical thinking and problem-solving capabilities Clear and effective written and verbal communication skills Strong customer service skills, with the ability to provide support in a professional and approachable manner Commitment to handling sensitive and confidential information with the highest ethical standards Strong interpersonal skills to collaborate with staff and various stakeholders District policies and procedures for student records management. Well-developed basic math, bookkeeping, and statistics background; Well-developed writing, organizational, scheduling, report writing and record keeping skills; Ability to work independently as needed with minimal direction and/or supervision; Ability to manage multiple priorities and frequent interruptions in a timely manner; Ability to be adaptable and flexible with collaborative critical thinking and problem-solving capabilities; Operating knowledge of and experience with personal computers and peripherals; Operating knowledge of and experience with software programs for presentations, word processing, spreadsheets, Smartsheet, and online computing platforms including G+ Suite and Office 365 integrated educational packages. Operating knowledge of and experience with typical office equipment, such as copier, scanner, fax machine, etc., Operating knowledge of Colorado Department of Education's (CDE) software for student tracking required within 30 days of hire.

Mesa County Valley School District 51