HIGH SCHOOL RECORDS SPECIALIST PTE ll

This position is responsible for providing technical, administrative and customer service support to the Technical High School (THS). This position has a critical role in high school student registration processes, billing processes, supporting high school students while enrolled, preparing report cards and transcripts, and issuing high school diplomas. This position is required to coordinate work products with other departments within the college and with external partners at the school district and Washington Office of Superintendent of Public Instruction (OSPI) levels. This position provides the high school department with records transcription into PowerSchool and is responsible for maintaining accurate electronic and physical records necessary for invoicing funding sources and documenting student achievement and progress toward high school completion, as well as archiving past records, and maintaining databases of student information.

This is a grant funded position.

As per Bates Professional Technical Employees (PTE) agreement, Section 21.1, this position will be open to all permanent bargaining unit members for a minimum period of 5 days from posting prior to being offered to non-union members or outside applicants. Essential Duties

• Responsible on a quarterly basis to input grades and credit equivalents into the high school transcription/scheduling database. Prepare individual report cards for students, post them to student files and electronic records and mail copies to school districts, students, and parents. Verify that records posted in high school records are consistent with records maintained by the registrar’s office.
• Maintain confidential information and records related to high school and college business.
• Responsible on a monthly basis to complete enrollment reports for all Technical High School and Running Start students, accurately documents enrollment and participation. Ensure accuracy by preparing reports, spreadsheets and P223 forms using data downloaded from ctcLink. Reconciles data with prior submissions by editing high school electronic and hard copy records; verifies accuracy of numbers, submits FTE and headcount data to OSPI. Forwards completed monthly enrollment reports and final 1251 reports to high school principal and the college’s finance department.
• Responsible on a quarterly basis for preparing billing invoices for Running Start and Direct Fund high school students. Prepares reports, spreadsheets and forms using data downloaded from ctcLink and reconciling information with monthly enrollment reports. Forwards invoices to school districts, high schools, state agencies and internal college departments.
• Responsible on an annual basis to verify the accuracy of enrollment reports, for example, 1251SH and 1251 HSR with OSPI.
• Responsible on an annual basis to ensure that an approved interlocal agreement exists between Bates and area school districts responsible for each Running Start and Direct Fund high school student enrolled at Bates. Prepare correspondence and written agreements for signature and ensure that existing agreements are submitted for renewal prior to expiration. Prepare correspondence and new written agreements for submission within three days of a student applying for enrollment from a geographical school district without an in-effect interlocal agreement.
• Responsible on an ongoing basis to maintain infrastructure of the high school transcript/scheduling database (PowerSchool ). Instruct and provide technical guidance to other staff in the use of the database. Certify to the Information Technology Director staff authorized access to the high school database. Facilitates transfers of data between Bates Technical College and the Office of the Superintendent of Public Instruction (CEDARDS reports).
• Responsible on a daily basis to provide customer service support to high school customers. Respond to inquiries and provide information in person, by telephone, via email and in writing. Provide verbal and written information on educational programs, entry and graduation requirements, program costs, and support services. Refer customers appropriately to other staff and college departments
• Responsible on an ongoing basis to guide prospective and current students through admissions and registration processes including processing Quick Admits and enrollments. Assist students in completion of required forms; request previous high school transcripts. Schedule appointments with counseling staff. 
• Present information at on campus high school orientations when needed.
• Responsible on an annual basis to create and maintain files in both electronic and paper formats for all Technical High School and Running Start students. Maintain systems of files for current, graduated, inactive and prospective students. 
• Process high school diploma applications. Certify completion of graduation requirements to the high school principal, ensure all credits, grades and completion of other graduation requirements are posted to the high school transcript/scheduling database and in written records; prepare diplomas, obtain signatures, document high school graduation information, and forward final transcripts and diplomas to students and parents. Assist students in applying for participation in commencement activities.
• Responsible on an ongoing basis for maintaining a database pertaining to Technical High School alumni.

Non-Essential/Other Functions 

• Accountable for keeping personal development up-to-date; adding to skills and knowledge through courses that may be available through the Bates Technical College courses, professional development committees, etc. 
• Participate actively and collaboratively on committees for college as needed including but not limited to staff recruitment, college councils, etc.
• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Additional activities, duties and responsibilities may change at any time with or without notice to meet college needs.

Supervisory Responsibilities 

• This position has no supervisory responsibilities.

Minimum Qualifications

• High school diploma or equivalent.
• At least one year of relevant experience in records keeping or similar role.

Allowable Substitution
If necessary, alternative combinations of education and experience may be evaluated by the Human Resources Office for comparability.
Preferred Qualifications

• Experience working with high school students and staff in an office environment.

Knowledge, Skills and Abilities 

• Efficient computer and mobile device skills to include Windows, Word, PowerPoint, Outlook, Excel, Internet and e-mail.
• Analytical/problem-solving skills (e.g. exercise independent judgement to resolve issues, apply critical thinking).
• Interpersonal skills (e.g. effective team member/leader, calm demeanor under pressure, effective use of de-escalation techniques, works well with diverse group of people).
• Managing priorities/deadlines, planning/organizing skills (e.g. must exercise good judgement for the prompt completion of responsibilities; ability to organize, set priorities, coordinate activities, meet deadlines).
• Adaptability (e.g. comfortable working in a highly collaborative environment).
• Leadership skills (e.g. demonstrated ability to develop, maintain and lead a teamwork environment).
• Excellent communication skills; ability to effectively communicate verbally and in writing with diverse internal and external audiences through college approved communication; must be able to communicate effectively with people at all levels under stressful conditions.   
• Demonstrated ability to provide professional, high-quality, courteous and responsive customer service with internal and external audiences of the College. 
• Model professional decorum, discretion and mutual respect within and outside of the college.
• Maintain regular and reliable attendance on the job to best support business needs of the department and college. 
• Consistently maintain confidentiality and sensitivity with internal and external audiences.
• Perform assigned duties in a manner consistent with applicable laws, regulations and goals of the institution, and community and technical college system; stay abreast of trends and regulations to ensure effectiveness and compliance. 
• A demonstrable understanding of the mission, values, goals and objectives of Bates Technical College.
• Ability to communicate, understand instructions and recognize hazardous, unsafe or poisonous materials and/or products.
• Demonstrated understanding and ability to acknowledge and respect individual’s values and opinions to foster a harmonious working relationship with colleagues and/or students. 
• Demonstrated ability to maintain a professional demeanor while recognizing and acting appropriately in order not to jeopardize the physical and mental stability and safety of colleagues and/or students.

 Work Environment 

• Work is performed in a normal, temperature-controlled office environment and semi-open office setting with frequent interruptions. 
• Frequent travel between campuses is required, and occasional local travel.

Physical/Mental Demands 

• Work is sedentary in nature
• Occasional to frequent change in position from sedentary, standing, stooping and walking
• Occasionally kneeling, stooping
• Move up to 25 lbs. occasionally
• Frequent use of computer and exposure to terminal screens
• Visual focus and strain
• Requires visual concentration on details
• Frequent repetitive hand/wrist motions with finger manipulation 
• Manual dexterity required
• Must be able to distinguish colors
• Work directly with students/clients
• Work involves constant interruptions and requirement to answer on demand questions by phone, in person, or electronically
• Frequent oral and auditory communication with others (speaking, hearing, etc.)
• Learning and comprehending (reading, writing, verbal communication, etc.)
• Occasionally be required to deal with distraught people

Salary : $49,514