OFFICE CLERK SR - STUDENT RECORDS

TEMPE ELEMENTARY SCHOOL DISTRICT

TITLE: Office Clerk Senior - Student Records

JOB DESCRIPTION:

Performs data entry, verifies information and handles incoming and outgoing requests for student
records.

QUALIFICATIONS:

1. Education and/or experience equivalent to a High School Diploma or GED
2. One (1) year of general office clerical experience
3. State of Arizona Identity Verified (IVP) Fingerprint Clearance Card
4. Completion of District administered skills tests
5. May require a valid Driver’s License

ESSENTIAL FUNCTIONS:

(Essential functions, as defined under the Americans with Disabilities Act, may include any of the
following tasks, knowledge, skills, and other characteristics. This list is ILLUSTRATIVE ONLY, and is not
a comprehensive listing of all duties and responsibilities performed by incumbents of this class.)

DUTIES AND RESPONSIBILITIES:

- Process requests for student records.
- Coordinate, update and maintain confidential student records.
- Input, maintain, update and search student information system and databases for records and
reports specific to area of assignment.
- Review student files for accuracy.
- Maintain files in proper order.
- Prepare files for archiving.
- Retrieve archived records as needed.
- Record disposition of all incoming and outgoing files.
- Respond to inquiries by phone.
- Assists with student registrations.
- Assist parents as needed.
- Assist school office and/or department staff as needed.
- Perform other duties as assigned.

KNOWLEDGE, SKILLS AND OTHER CHARACTERISTICS:

- Knowledge of District policies and procedures, Federal and State rules and regulations,
Governing Board and school operations
- Knowledge of federal, state and District rules and regulations related to area of assignment
- Knowledge of computer software and databases pertinent to area of assignment
- Knowledge of file maintenance/record keeping practices and procedures
- Skill accurately and efficiently entering, updating and retrieving data into a variety of databases
- Skill in organization and maintaining confidential files and records
- Skill handling multiple tasks simultaneously
- Skill following verbal and written directions
- Skill utilizing customer service techniques in responding to inquiries, requests and complaints
- Skill establishing and maintaining effective working relationships
- Skill in, but not limited to: o Email
o Google Drive applications
o Word Processing
o Spreadsheets
o Databases
o Use of standard office equipment

WORKING CONDITIONS:

General office conditions

PHYSICAL EFFORT:

Position may require climbing, stooping, standing, walking, keyboarding, talking, listening, eyestrain and
repetitive motions
May require lifting and carrying materials and supplies weighing up to 20 pounds

CATEGORY: Classified

WORK YEAR: 12 months

DEPARTMENT/SCHOOL: School Support and Systems

GRADE: 36

REPORTS TO: IT Systems Manager

EVALUATION: Classified Personnel Evaluation

SUPERVISES: N/A

PREPARED: March 2000

REVISED: March 2023