Student Records Clerk

Records Clerk

Basic Function:

Under the direction of the Principal or designee, control and maintain all permanent cumulative records and high school transcripts of former students. Maintains the transcripts for current students.

Representative Duties:

Maintain cumulative records of former students of the high school, including transcripts, immunization records and the permanent pupil record.

Maintain current students' transcripts; record grade changes and update and verify information to maintain accuracy of information.

Analyze and process requests for records according to District procedures; obtain appropriate authorization to release confidential information; forward requested records according to established methods; requests for high school transcripts according to approved procedures.

Maintain a variety of other reports, records and files; assure quality of records.

Order and maintain required supplies for copy machines.

Assist staff members with copy machines and maintain toner; order repairs and service as needed.

Maintain confidentiality of records and information.

Perform other job-related duties as assigned.

Knowledges and Abilities:

Knowledge of:

Transcript evaluation techniques

Technical applications relevant to school office management, including student information systems and digital communication tools

Professional telephone techniques, including proper etiquette and customer service strategies

Modern office practices, procedures, and equipment operation, including proficiency in digital and cloud-based tools

Record-keeping, document management, and data entry techniques, including digital filing and compliance with privacy regulations (e.g., FERPA)

School office terminology, practices, and procedures, including familiarity with student enrollment, attendance, and scheduling systems

Correct English usage, including grammar, spelling, punctuation, and professional written communication

District and school organizational structure, operations, policies, and procedures, with the ability to navigate internal systems effectively

Applicable sections of the California State Education Code, district policies, and other legal regulations governing school operations

Interpersonal skills using tact, patience, and courtesy when dealing with students, staff, parents, and community members

Demonstrate a commitment to Los Alamitos Unified School District's mission, vision, and priority goals.

Ability to:

Compile, maintain and submit accurate and complete records and reports, inventories alpha/numeric, subject, index and cross reference files

Perform responsible and difficult clerical work with speed and accuracy

Prioritize work effectively

Analyze transcripts

Obtain information from clearly indicated sources

Work confidentially with discretion

Analyze problems and adopt an effective course of action

Make arithmetic calculations with speed and accuracy

Understand and follow oral and written directions

Communicate effectively both orally and in writing

Type at 45 words per minute net from clear copy or rough draft

Operate a variety of office equipment and machines, including a computer

Perform minor maintenance on copy machine

Establish and maintain effective working relationships with others

Education and Experience:

Any combination equivalent to: High School Diploma, GED, or Certificate of Completion and two years of experience in a student services function involving student records.