20 / 21 SY - CREDENTIALS SPECIALIST (CC#4953) *RE-ADVERTISED

POSITION TITLE:

Credentials Specialist

Instructional Services

WORK YEAR:

12 Months

DEPARTMENT:

Registration

LOCATION:

Schools

SALARY SCHEDULE:

SSSS - GRADE 6

DEFINITION:

The Credentials Specialist evaluates and verifies transcripts and maintains records on student grades and deficiencies. Performs job related duties as assigned.

ESSENTIAL FUNCTIONS:

1. Requests student records (e.g., transcripts) from external organizations (e.g., educational institutions and other agencies).

2. Evaluates and verifies transcripts of students transferring into the District to create a District transcript; notifies appropriate office (e.g., counselor or assistant principal, as directed) when credits are not acceptable.

3. Inputs and maintains computerized student data (e.g., transfers grades from the grade file to the course history file, updates the GPA file after grades have been transferred to the course history file); runs and uses management reports (e.g., the mark exception report) to assure that data (e.g., transcript information, credits, rank, grades and test scores in the course history file) are complete and accurate.

4. Works with counselors to assure that data related to student graduation status is complete and accurate (e.g., notifies counselors of all changes pertaining to deficiencies related to graduation, grades, courses, and credits.)

5. Provides reports/information to campus administration, teachers, District offices, and other educational institutions and outside agencies from student records.

6. Compiles information for grade reports and non-graduate letters; notifies counselors and parents as appropriate.

7. Prepares and validate graduation and diploma lists (e.g., for summer school, mid-year graduates and end-of-year graduates).

8. Prepares and maintains student class ranking lists; manually calculates student ranking when necessary.

9. Prepares transcripts for back-up restoration (e.g., microfilming).

10. Assists in registering and scheduling students; updates hard-copy and electronic records of the registration office.

11. Receives, processes and distributes grade verification reports.

12. Assists in generating reports related to registration office functions as required.

13. Performs general clerical functions to include greeting parents, providing general information to the public, responding to incoming telephone calls, responding to incoming mail.

14. Maintains permanent record of students attending alternative schools (e.g., night schools, correspondence schools and Phoenix Special Programs); as directed, monitors the graduation status of such students.

QUALIFICATIONS:

1. High School diploma or GED.

2. Two years of general clerical experience;one year of experience in a registration office or similar work environment preferred.

3. Ability to set up and maintain accurate records; ability to use data to produce requested reports.

4. General knowledge of office practices and procedures.

5. Ability to answer telephone inquiries.

6. Ability to effectively and independently use the computer hardware (e.g., Windows-based computers), software (e.g., databases, spreadsheets and word processing programs), and general office equipment (e.g., photocopy machines, fax machines) in use at the time of hire.

7. Ability to type with accuracy at a rate required to perform functions effectively.

8. Effective oral and written communication skills.

9. Possesses skill to communicate and work effectively with staff, students, parents, and general public.

10. Ability to handle confidential information appropriately.

11. Ability to follow oral and written instructions independently.

12. Ability to: work in a stressful environment requiring great flexibility, react to rapidly changing priorities, work successfully and simultaneously on several tasks.

SUPERVISION RECEIVED:

Registrar

SUPERVISION GIVEN:

None

PREPARED BY:

REVIEWED BY:

REVIEWED BY:

JOB NUMBER:

EFFECTIVE DATE:

FDF

CEA

Human Resources

3142

7/1/05

PSPC

CEA

Employee Relations

3142

1/4/99