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Records Clerk

Company: Nevada Connections Academy
Location: La Quinta
Posted on: November 13, 2019

Job Description:

Job DetailsRequisition Number19-0627Post Date10/4/2019TitleRecords ClerkCitySan Juan CapistranoStateCADescriptionSchool Summary:California Connections Academy is a network of tuition-free public online schools for students in grades K12. The network of schools is operated by the non profit California Online Public Schools and currently includes six schools serving students in 32counties in California, including Orange County. California Connections Academy schools are accredited by the Schools Commission of the Western Association of Schools and Colleges (WASC). Position Summary:As part of the Business Services Department and the Records Team, the Records Clerk will receive, organize and manage student and school records per school policy and protocols. Responsible for both incoming and outgoing student cumulative files, including:reviewing, uploading, copying, printing, filing and mailing. Records must be created and maintained efficiently and confidentially, while adhering to the appropriate state and federal regulations, as well as school policy. Physical and electronic recordsare vital sources of information and must be accurate and up to date. Will also assist with other tasks and projects such as word processing, filing, mailing and organization of material as assigned. The role of the Records Clerk is essential to ensure timelyand accurate communication of student information, allowing for the organization to function efficiently.Responsibilities:

  • Responsible for handling all records, including all pertinent documentation, including Special Education records, in both physical and electronic format, e.g student cumulative files and student records in the Student Information System;
  • Checks in the incoming cumulative files and scans all pertinent documents into the Student Information System, alerting appropriate staff members;
  • Work closely with Records Team to insure student records are organized and up to date across the organization;
  • Addresses numerous daily records requests, both incoming and outgoing, via phone, fax and email, providing a professional and timely customer service experience;
  • Sends out requests for additional information for students, including appropriate follow up;
  • Files, stores, arranges and classifies records in a consistent manner in accordance with school policy and legal requirements;
  • Assures student records satisfy state requirements, including retention and long term storage;
  • Knowledgeable about and understands confidentiality of student information and records and maintains appropriate confidentiality at all times;
  • Responsible for preparing, processing, overseeing and filing legal subpoenas/ forms as necessary;
  • Responsible for maintaining and updating current information for all physical and electronic records and reports;
  • Coordinates and guides staff when necessary regarding records management protocol and procedures;
  • Collaborates with supervisor when necessary to ensure work is in compliance with the schools practices, procedures and policies, and proactive in communicating specific needs, concerns and suggestions to supervisor to discern positive solutions for allinvolved;
    • Seeks to improve the efficiency of the records review process through consistent physical and electronic audits;
    • Input student information and records into various school databases;
    • Provide customer service for inbound and outbound calls/emails, dispense information or documentation as needed;
    • Participate in records audit, both physical and electronic including file review as necessary for general and Special Education files;
    • Assist with annual organization of student records, including moving records to different filing locations;
    • Participates in other records and office duties as assigned; and
    • Assist with school events and meetings on and offsite as assigned. Requirements
      • Office or related experience;
      • School and/or Records experience strongly preferred;
      • Experience with various Microsoft (Word, Excel, etc.) and Google (Drive, Docs, Sheets, Gmail, etc.) and Adobe software applications;
      • Strong communication skills;
      • Well organized;
      • Team player;
      • Flexible; and
      • Occasional lifting and moving of boxes weighing up to 25 pounds, plus regular climbing and bending (for filing on upper and lower shelves) may be required.

Keywords: Nevada Connections Academy, El Centro , Records Clerk, Other , La Quinta, California

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