Records Officer

RECORDS OFFICER

POSITION SUMMARY :

Responsible for the maintenance, accuracy and completeness of student records and schedules.

MANAGEMENT & SUPERVISION :

In the absence of the Student Records Manager, manages Student Records staff.

RESPONSIBILITIES :

o Ensures strict confidentiality of “confidential information,” to include operating policies and procedures, handbooks, data, employee and personnel information, program information, contract proposals, financial information, student information and / or any other information of a confidential nature.

o Audits and verifies all separating student records for accuracy, validity and integrity.

o Ensures the accurate and complete maintenance of student's records to facilitate the timely submission of required reports. Successfully deploys CPP and CDP records.

o Ensures the Center's compliance with the requirements and provisions of the CIS database management program.

o Ensures compliance with all USDOL and Job Corps guidelines regarding student accountability and required documentation and complies with Financial Audit requirements.

o Assists students on matters concerning pay, allowances, leave, travel, etc.

o Assists in training Records Clerks and other department staff in the maintenance and completion of student records. Such training shall ensure compliance with applicable USDOL requirements, PRH, CIS and other directives.

o Ensures the accurate and complete maintenance of student records to facilitate the timely submission of required reports (e.g. morning report, weekly report, leave records, allotments, enrollment, pay, etc.).

o Understand, follow, and continually implement program integrity per Adams SOPs, PRH, and Job Corps regulations.

o Provides superior customer service at all times.

o Provides required / supplemental training for new and current employees.

o Mentors, monitors and models the Career Success Standards as required by the PRH.

o Shows respect and courtesy to students and holds them accountable for their actions and behavior.

o Provides quality services for students and ensures that quality is maintained and student needs are met. Pursues improvement and enhancement of requisite services.

o Exchanges ideas and information, both orally and in writing, in a clear and concise manner and contributes meaningfully to group efforts by offering relevant ideas and knowledge. Provides quality and timely information to DOL / Company when requested.

o Effectively articulates thoughts and ideas. Identifies problems, analyzes causes and evaluates appropriate solutions prior to taking or recommending actions. Follows up to ensure prompt / appropriate action is taken and that problems are in fact corrected.

o Works in partnership with staff from all Departments to ensure effective supervision and services are provided to students.

o Accepts direction and supervision from the Center Director / Center Duty Officer / Shift Manager to include assignments to temporarily perform job responsibilities of other departments and positions.

o Other duties as assigned.

Provides support to the Records Lead with supervision of the Records Clerk, if applicable.

Qualifications

QUALIFICATIONS & EXPERIENCE :

High School Diploma required. Associate Arts Degree from an accredited school in Data Processing, Business Management or related area preferred. Computer literacy and proficiency in the Microsoft Suite of applications required. Supervisory experience desired.

“Adams and Associates, Inc. abides by the requirements of 41 CFR §§ 60-1.4(a), 60-300.5(a) and 60-741.5(a). These regulations prohibits discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based on their race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, national origin, protected veteran status or disability.” This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.