Records Specialist

Under the direct supervision of the Registrar, the Records Specialist will provide a high level of quality customer service to assist students with enrollment, maintain student files, process enrollment verifications, loan deferments, assist with institutional, state, and federal reports.

Dodge City Community College is committed to a policy of non-discrimination in hiring and employment on the basis of race, color, religion, sex, age, disability, military status, ancestry or national origin.

Essential Functions/Responsibilities

• To understand and commit to the Mission of the College ~ “Provides a student-centered learning environment where students can achieve their educational, personal, and career goals.”
• Provide and maintain high quality customer service to students, visitors, general public and college personnel, using various forms of communication platforms.
• Perform various data entry and clerical duties in order to maintain accurate student records; prepares, receives, reviews, and maintains department records and/or documents. Assist in maintaining institutional Student Information System.
• Scan and index documents.
• Process student applications, determine/verify residency, and implement communication campaigns related to college admission and enrollment processes.
• Process withdrawal requests.
• Process course, certification rosters, midterm grades, final grade verification/grade entry assistance, and grade changes.
• Perform degree audits, confer degrees, print diplomas/certificates, and distribute accordingly.
• Assist with commencement planning and implantation.
• Evaluate incoming transcripts, determine course equivalencies, and enter into the Student Information System.
• Process transcript requests and contact other colleges, schools or agencies to obtain clarification of possible discrepancies on transcripts before updating the student information system.
• Assist with athletic eligibility verification.
• Evaluate potential transfer credits, review student transfer credit entry, apply retroactive and institutional exam credit transfer.
• Verifies enrollment status following established institutional guidelines/dates and process enrollment verifications and loan deferments.
• Assist with data collection and verification for various reporting requirements.
• Serve as Designated School Official for the Student Exchange and Visitor Program (ICE), update and maintain Student and Exchange Visitor Information System (SEVIS) records of nonimmigrant students in F visa categories.
• Establish and maintain an accurate database to track international student document submission, communicate with students and athletic staff regarding student I-20 status/issuance and other inquiries.
• Interpret, apply and explain complex rules and regulations, requirements and restrictions, related to assigned student service areas; refer students to other resources as appropriate.
• Perform other duties as assigned by the Registrar.

The above job description supersedes all previous descriptions. This description is intended to be a tool to describe the primary purpose of the job and the Essential Functions and Responsibilities. The job description may not be inclusive of all duties and job responsibilities. Administration has the right to add to or change the job responsibilities to cover absences or relief to equalize peak work periods at any time.

Required Qualifications

• Minimum of a High School Diploma/GED required.
• At least 2 years related experience in customer service
• Experience with Microsoft Word, Excel and data base management.
• Experience managing multiple projects.
• Ability to problem solve
• Enthusiastic personality and pleasant telephone techniques.
• Must possess a strong work ethic and commitment to working as an effective team member in a high traffic office.
• Must be able to work well with students, the public, faculty, peers, and administrators.

Preferred Qualifications

• Associate degree.
• Experience in student records, academic advising, and other student services.
• Bilingual (Spanish/English).
• Valid Kansas driver’s license.

Physical Requirements – With or Without Assistance:

• Ability to lift and carry 35 pounds.
• Ability to speak clearly and audibly to students in person and on the telephone.
• Ability to stretch, bend, stoop, and kneel as required to perform the duties of this position.
• Ability to hear informational speaker in conversational voice at a distance of 10 feet and by telephone.
• Stand or sit for long periods of time.

Supervisory Responsibilities

• None.

Building Assignment

• Student Union.