Student Record Assistant Jobs (NOW HIRING)

The P-CEP Records Specialist is responsible for maintaining accurate student academic records, transcripts, grade documentation, and student-level records for Plymouth-Canton Educational Park. The registrar supports enrollment and withdrawal processes by managing the academic records portion of those workflows and works closely with staff members, students and families. The specialist ensures that student records are accurate, timely, confidential, and maintained in accordance with district procedures and applicable state and federal requirements.

Minimum qualifications include a high school graduate or equivalent. Experience in office procedures, including the operation of various office equipment. Demonstrated computer experience in word processing, database, spreadsheet, and e-mail applications. Demonstrated experience with data entry, records management, spreadsheets, and student information systems. Experience with MiStar or another student information system preferred. Interpersonal and judgmental skills necessary to work effectively with students, staff, families, outside schools, colleges, and the public. Ability to organize, maintain, and monitor detailed student records with a high degree of accuracy. Ability to analyze records, identify errors or inconsistencies, anticipate problems, and provide solutions. Ability to set, manage, and coordinate multiple priorities. Excellent written and oral communication skills. Ability to take initiative and work independently without direct supervision. Ability to maintain tact and diplomacy under stressful situations. Ability to maintain confidential information. Demonstrated commitment to continuous improvement. Knowledge of student records, transcripts, grade entry, enrollment, withdrawal, Dual Enrollment, 21f, or pupil accounting processes preferred.

Duties and responsibilities include maintaining accurate student academic records for Plymouth-Canton Educational Park. Enters, reviews, updates, and maintains student transcript information in MiStar and other district systems. Processes incoming academic records for newly enrolled students after enrollment intake has been completed. Submits, receives, tracks, and processes records requests as assigned. Coordinates with counselors after transcript analysis to ensure student academic records are accurate and complete. Finalizes academic record setup for newly enrolled students after counselor review and course placement decisions. Supports withdrawal processes by reviewing and completing the academic records portion of the withdrawal, including final grades, transcripts, and records documentation. Sends or supports the sending of student records and transcripts for withdrawn students, as assigned by district and building procedures. Maintains transcript clean-up processes and supports ongoing academic record quality control. Maintains records related to unique transcripts, exchange students, CA-60 files, and other specialized student record situations. Supports counselors, administrators, and district staff with records needed for graduation verification, course completion, and student academic history. Supports the student services department and pupil accounting staff by providing student-level academic records information needed for compliance, audit, and reporting purposes. Maintains accurate spreadsheets, logs, and tracking systems related to transcripts, grades, records requests, and other assigned record processes. Responds to student, family, staff, school, and outside agency requests related to student academic records in a timely and professional manner. Maintains confidentiality of all student and family information. Works cooperatively with counselors, administrators, scheduler, the P-CEP Administrative Secretary, district Student Services, the business office, colleges, virtual providers, and other staff. Assists with the development and improvement of procedures related to student records, transcript processing, grade entry, enrollment records, withdrawal records, and other records processes as warranted. Assist in process and execution of digitizing student records past and present. Attends required meetings and training as needed. Performs other duties as assigned. Bending, lifting, and overhead work may be required.