Transcript Clerk [United States]

 

Position Title:

Transcript Clerk

FLSA Status:

Hourly

Reports to:

Executive Director of Business Operations

Classification:

12 Month

Supervises:

N/A

Term:

261

Compensation Range:

TBD

Site:

District

POSITION SUMMARY:

The District Transcript Clerk will assist the Principal in maintaining reliable and accurate data and files kept of current and past students of the district.

QUALIFICATIONS

• High School Diploma or GED
• Two years clerical, office, or related experience
• Experience with various Office software such as Word and Excel
• Ability to learn software applications quickly and efficiently
• Effective organizational skills
• Proficiency in record keeping and attention to detail
• Ability to work with staff, teachers, students and parents at various educational levels
• Ability to travel between school sites within the District
• Proficient communicator with excellent interpersonal skills in dealing with all levels of district staff and with a diverse community
• Ability to work independently

DUTIES AND RESPONSIBILITIES:

Responsibilities and duties may include, but are not limited to, the following:

• Work closely with and maintains open communication with the Principal at each site.
• Composes, or transcribes from rough draft, correspondence, bulletins, memorandums, and other material.
• Prepares and distributes transcripts to current and past students for the district.
• Assist with inputting information regarding student transcripts.
• Works closely with Principals and Guidance Counselors to ensure student transcripts are accurate and up to date.
• Works with other school districts to send and receive student transcripts for registration and accurate class schedules.
• Maintains all records pertaining to current and past students as they relate to transcripts.
• Attend various meetings, seminars and conferences as needed.
• Stays informed of board policies and state and federal guidelines regarding student transcripts.
• Perform general clerical duties as requested.
• Exhibits patience, courtesy, and tact when dealing with others.
• Answers telephone to provide information, take message, or transfer calls.

KNOWLEDGE, SKILLS AND ABILITIES:

• Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in individual and group problem solving situations.
• Customer Service - Manages difficult or emotional customer situations; responds promptly to customer needs; responds to requests for service and assistance; meets commitments.
• Teamwork - Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team environment; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed.
• Quality - Demonstrates accuracy and desire for thoroughness; looks for ways to improve and promote quality; monitors own work to ensure quality while being proactive.
• Quantity - Meets productivity standards; completes work in timely manner; strives to increase productivity; works at moderate to accelerated pace.
• Safety and Security - Observes safety and security procedures; determines appropriate action beyond guidelines, adheres to OSHA regulations and guidelines; Reports potentially unsafe conditions; uses equipment and materials properly.
• Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.
• Dependability - Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies appropriate personnel with an alternate plan.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to stand and talk or hear and sometimes walk and sit. The employee must use hands, arms and fingers to input data, handle, feel or reach. While performing the duties of this job, the employee may occasionally push or lift up to 20 lbs such as boxes, supplies, etc. Specific vision abilities required by this job include close vision such as to read handwritten or typed material, and the ability to adjust focus, close vision, distance vision, color vision, peripheral vision and depth perception.

LOCATION:

District Office

TRAVEL:

Occasional travel may be required for site visits, meetings, trainings and/or conferences. Locations may vary and may require overnight stays. This job description is subject to change at any time.

Updated: 05/2023

 

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