Records Specialist & Data Processor

posted 13/31/2025 until 11/06/2025 or until filled

Pierpont Community & Technical College Job Description
JOB TITLE: Records Specialist & Data Processor

AGENCY: Pierpont Community and Technical College

WORK LOCATION:Pierpont Advanced Technology Center, 500 Galliher Drive Fairmont, West Virginia 26554 REPORTS TO: Registrar

FLSA Status: Nonexempt

Employee Category:Classified

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GENERAL JOB SUMMARY: Under the direct supervision of the Registrar, the Records Specialist will provide a high level of quality customer service to assist students with enrollment and will complete internal processes for admissions and financial aid. Also, maintain student files, process enrollment verifications, and assist with institutional, state and federal reports. This position assists incoming and current students with issues pertaining to student records via telephone, email, and in person.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provide high quality customer service.
• Support Completes the internal processing of financial aid records, including, but not limited to, importing and exporting records.
• Responds to telephone, email, and in-person inquiries regarding admission and registration processes
• Assists students and parents with basic interpretation and explanations of college, state, and federal policies and procedures
• Processes admission applications and credentials, including high school transcripts, college transcripts, test scores, and immunization records
• Determines authenticity of documents provided, such as college transcripts, high school transcripts, and test scores
• Articulates previously completed transfer work (college transcripts) to academic history in our student database
• Processes class schedule changes, additions, and deletions as updated by departments and deans
• Oversees the incoming transcript requests to verify the electronic process has been completed
• Assist students with questions regarding transcript related holds, such as credential holds
• Refers students to appropriate supervisors, directors, departments, coordinators, and deans, as necessary.
• Prepare, mail, and record transcripts.
• Update the transcript file.
• Maintain student academic files.
• Assist with the preparation of institutional, state, and federal reports.
• Assist with commencement.
• Serves as the primary Assist the veterans administration coordinator for the institution with veteran certification process.
• Certify self-identified veterans adhering to the institutions certification process.
• Coordinate communication between the V.A. and the students.
• Complete compliance activities and coordinate the fulfillment of an V.A. requests.
• Identify student-veteran leaders and serve as an advisor to a student-led organization (in partnership with student involvement) to coordinate activities for veteran students (i.e. the student lounge).
• Participate and engage in community outreach (i.e. point-person for V.F.W. and other organizations) and Pierpont information sessions and open houses.
• Essential Job Duties are intended to be examples of duties and are not intended to be all inclusive. There may be other duties as assigned.

MINIMUM QUALIFICATIONS:

• Must be PC proficient, including word processing, Excel, and data base management.
• Exceptional office skills, including: keyboarding, filing, calculator, and telephone skills.
• General knowledge of other office equipment.
• Strong communications skills required.
• 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.
• Ability to learn basic and complex college, state, and federal policies and procedures
• Ability to accurately complete data input functions
• Ability to provide excellent customer service

EDUCATION AND EXPERIENCE: Associates degree required, bachelors preferred. At least two years higher education experience in student records, academic advising, or other student services, or two years experience in other similar business operations. An equivalent combination of education and experience is acceptable.

PHYSICAL REQUIREMENTS: Conditions are those of a typical office environment, requiring frequent oral communication with students and colleagues, the ability to enter data and written communications in electronic format in a timely manner, and sufficient mobility to be present and address students, their parents, and fellow professionals at appropriate college and regional functions.
Moderate physical activity. Requires handling of average-weight objects up to 15 pounds; standing, siting and/or walking for brief to long periods

DISCLAIMER:
This description does not state or imply that the duties listed are the only duties to be performed by the position incumbent. Employees are required to follow job-related instructions and perform other job-related activities assigned by their supervisor. Most requirements are subject to possible modification in order to provide a reasonable accommodation to individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves, students, other employees, or the general public.

Equal Opportunity Employer

The West Virginia Higher Education Policy Commission and the Community and Technical College System of West Virginia are equal opportunity employers. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, or protected veteran status and will not be discriminated against on the basis of disability. The Commission and Council provide a collegial and respectful environment that values the contributions all staff.