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Student Records Assistant Jobs in Colorado (NOW HIRING)

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Student Records Assistant information

What does a student records assistant do?

A Student Records Assistant is responsible for maintaining and organizing student records, such as transcripts, enrollment information, and academic histories. They ensure the accuracy and confidentiality of student data, handle requests for records from students and staff, and help update databases as needed. The role may also involve answering inquiries, processing registrations, and supporting other administrative functions within educational institutions. Attention to detail and good organizational skills are key for this job.

What are the key skills and qualifications needed to thrive as a student records assistant, and why are they important?

To thrive as a Student Records Assistant, you need strong organizational skills, attention to detail, and familiarity with data entry and records management, typically supported by a high school diploma or equivalent. Proficiency with student information systems (SIS), Microsoft Office Suite, and document management software is often required. Excellent communication, discretion, and problem-solving abilities help you interact effectively with students, staff, and faculty while maintaining confidentiality. These skills are vital for ensuring accurate record-keeping, compliance with privacy regulations, and efficient support of academic operations.

What are some common challenges faced by student records assistants, and how can they be managed effectively?

Student Records Assistants often encounter challenges such as maintaining accuracy while handling large volumes of data, meeting tight deadlines during enrollment periods, and ensuring compliance with privacy regulations like FERPA. These challenges can be managed by developing strong organizational habits, utilizing student information systems efficiently, and collaborating closely with registrars, faculty, and administrative staff. Regular training on data management tools and privacy policies also helps ensure that records are processed accurately and securely.

What is the difference between Student Records Assistant vs Registrar Assistant?

AspectStudent Records AssistantRegistrar Assistant
Required CredentialsHigh school diploma or equivalent; some roles may prefer post-secondary courseworkHigh school diploma; some positions may require post-secondary education or certifications
Work EnvironmentEducational institutions, handling student data and recordsRegistrar offices, managing student registration and records
Employer & Industry UsageSchools, colleges, universitiesColleges, universities, educational institutions
Common Search & Comparison IntentUnderstanding job duties, requirements, and differencesComparing roles related to student record management

The Student Records Assistant primarily focuses on maintaining and updating student records, while the Registrar Assistant supports registration processes and administrative tasks within the registrar's office. Both roles work closely in educational settings but differ in specific responsibilities and focus areas.

What are the most commonly searched types of Student Records jobs in Colorado?

The most popular types of Student Records jobs in Colorado are:

What are popular job titles related to Student Records Assistant jobs in Colorado?

For Student Records Assistant jobs in Colorado, the most frequently searched job titles are:

What job categories do people searching Student Records Assistant jobs in Colorado look for?

The top searched job categories for Student Records Assistant jobs in Colorado are:

What cities in Colorado are hiring for Student Records Assistant jobs?

Cities in Colorado with the most Student Records Assistant job openings:

Student Records Assistant jobs near you
Infographic showing various Student Records Assistant job openings in Colorado as of August 2026, with employment types broken down into 1% As Needed, 80% Full Time, 14% Part Time, 1% Temporary, 3% Contract, and 1% Nights. Highlights an 90% Physical, 1% Hybrid, and 9% Remote job distribution.

Specialist - Student Records (half-time)

Mesa County Valley School District 51

Grand Junction, CO • On-site

Full-time

Posted 3 days ago

New

Job description

Position Type:
Administrative Support Staff
Date Posted:
9/2/2026
Location:
D51 Educational Services Center at East
Closing Date:
09/08/2026
Job Title: Specialist, Student Records
Pay Program: Support Staff, Non-Exempt
Pay Range: Range 13 ($24.49 - $27.28)
Work Year: Year-Round (260 days / 4 hours per day)
Summary
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
  • Ability to lead, communicate, interact and work effectively and cooperatively with people from diverse ethnic and educational backgrounds
  • 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.

Salary & Benefits:
View all salary schedules for the current school year at: https://www.d51schools.org/departments111/human-resources/salary-schedules
Information regarding D51 Benefits can be found here: https://www.d51schools.org/departments111/human-resources/employee-benefits

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