HomeMy WebLinkAboutStudent Services Records ManagerAugust 2009
TITLE: Student Services Records Manager
QUALIFICATIONS:
Proficient in the use of a computer and related software and related microfilm equipment.
Strong organizational skills necessary to accurately file and retrieve student records.
Ability to work with staff, students, and the public.
Able to maintain confidentiality and use good judgment.
Physically able to lift and move boxes and equipment.
Self motivated, able to work without direct supervision.
Such alternatives to the above qualifications as the Board may find appropriate and acceptable.
REPORTS TO: Director of Student Services.
JOB GOALS:
To support the delivery of School District 91’s written, taught, tested and reported curriculum and contribute to maximizing student achievement.
To maintain student academic records in a well organized way that allows for the smooth retrieval of information.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Scans all out-of-district outgoing compliance records to LaserFiche. Prepares records for outgoing mail to new school destinations.
Send teachers testing saved through the above programs when requested.
Requests records for Department Head Specialist when requested.
Archives, stores, and shreds compliance records as needed.
Accesses Excent records as needed.
Processes Disability Determination claims when received from Boise. Distributes the claim and teacher questionnaires to the students’ teachers and notifies them that a claim is coming.
Distributes the claim and teacher questionnaires to the students’ teachers and notifies them that a claim is coming. Maintains a record of when the claim was faxed from the teacher
to Boise. Bills Disability Determination for services rendered on a periodic basis.
Scans all special education records to LaserFiche for archiving following guidelines of which documents are acceptable. Make copies of scanned documents and store for four weeks before
shredding.
Completes yearly Child Find campaign by October.
Processes and files Medicaid forms for reimbursement. Verifies the forms for accuracy. Gathers and submits the necessary documentation as requested to ISBS.
Updates all Medicaid records to comply with requirements.
Retrieves and makes copies of student records in a timely manner as requested by authorized persons.
Collects and accurately accounts for the transcript fees.
Remains current on the laws and policies that apply to student record management.
Meets with appropriate personnel, as needed, to provide suggestions to ensure a common format is used for keeping, transferring, purging, and preparing records for permanent storage
among all District #91 schools.
Arranges for permanent storage and verifies accuracy of the copy of the academic records of high school graduates one year after graduation. Maintains hard copies for an additional
four years.
Maintains records for elementary and secondary students who have left the district and arranges for permanent storage for these records.
Complies with directives regarding the storage and retrieval of special education records.
Works with other district personnel in improving the record retention and retrieval systems.
Maintains a computerized index of all microfilmed records and aperture cards.
Stores original microfilm in the District’s safety deposit box and uses duplicate microfilm copies stored in the District vault.
Maintains high standards of ethical behavior and confidentiality.
Has regular and predictable attendance.
OTHER DUTIES AND RESPONSIBILITIES:
Performs all other duties as assigned.
TERMS OF EMPLOYMENT:
The exact terms of this position will be determined by the needs of the District and budgetary constraints. Wages will be in accordance with the Classified Salary Schedule as a Grade
6.
This is an “at will” position in that the employer or employee may terminate employment at any time or for any reason consistent with applicable state or federal law. The “employment
at will” policy cannot be changed verbally or in writing, unless the change is specifically authorized in writing and expressly approved by the Board of Trustees of District 91.
EVALUATION:
Performance of this position will be evaluated annually by the Director of Student Services in accordance with the Board’s policy on the evaluation of classified personnel.
This position has been given an overall physical classification of light duty.
1 – 33% 34 – 66% 67-100%
Light 20 pounds 10 pounds < 1 pound
The following chart indicates the activities required for this position and their frequency.
None Occasional Frequent Constant
0% 1-33% 34-66% 67-100%
Sitting [ ] [ ] [X] [ ]
S
tanding [ ] [X] [ ] [ ]
Bending at waist [ ] [X] [ ] [ ]
Forward Reaching [X] [ ] [ ] [ ]
Overhead Reaching [X] [ ] [ ] [ ]
Climbing Ladders [X] [ ] [ ] [ ]
Squatting [ ] [X] [ ] [ ]
Walking [ ] [X] [ ] [ ]
Repetitive arm/
shoulder movement [ ] [X] [ ] [ ]
Carrying [ ] [X] [ ] [ ]
Pushing [ ] [X] [ ] [ ]
Pulling [X] [ ] [ ] [ ]
Driving [X] [ ] [ ] [ ]
This position is performed indoors. The majority of the time is spent sitting at a desk, working on the computer, completing paperwork, answering the telephone, and scanning documents.
Movement within the office is required to deliver documents and messages and gather information as needed.