"Records Specialist"

Job Description

JOB SUMMARY
The Records Specialist coordinates and maintains all Continuing Education and Corporate Training related courses per class to ensure proper compliance with internal and external agency procedures for all non-credit courses.

This position is responsible for course creation, records coordination with Registrars Office, Bursars Office billing, and reporting.

Works with all School of Continuing Education (SCE) Program Directors, Director of Corporate Training, and all Business Developers to ensure that state and local CE course procedures are implemented, billing is followed-up, and all reporting processes and deadlines are met on a timely basis for any continuing education (CE) courses.

ESSENTIAL FUNCTIONS
Monitor and document student information concerning all CE courses to provide companies employee completion reports.

Schedule courses using information management systems, for all customized CE courses.

Coordinate, process, and maintain all computer documentation procedures for contract training and continuing education course records data entry, including participant registration, billing coding, and contract compliance.

Process all new course addition, special topics, local need forms and/or course changes/revisions.

Update system-wide course description inventory for customized courses.

Refer to district Division of Extended Learning Staff Resource Page to locate non-credit classes syllabi as needed by Program Managers or Business Developers for upcoming courses.

Back-up weekly process, distribute, and monitor all class rolls for courses, to ensure official course records are distributed, 3rd day class rolls are signed, returned timely, and accurately.

Monitor and follow-up 3rd day class roll submissions to Registrar for state reporting.

Stay current on information management system training.

Stay up-to-date on Workforce Education Course Manual (WECM) compliance guidelines.

Maintain ongoing communication with System Registrars Office to ensure compliance in state reporting.

Responsible for quarterly monitoring of all class evaluation processing and data analysis reports processing.

Process student registration in information management system.

Process Departmental correspondence (invoices, contracts, evaluations, etc. ).

Perform other duties, tasks and assignments as required.

QUALIFICATIONS
Education & Experience

• Associates degree required
• 5 years of directly-related experience may be substituted for degree requirements
• 3 years of related Instructional, Customer Service, Workforce and/or Student Services Support experience required
• 2 years of Instructional Continuing Education and/or Student Services Support experience preferred

Licensing & Certification

• Valid Texas Driver License

Special Skills

• MS Office Programs
• Knowledge of Information Management Systems
• Some night and weekend work may be required

Competencies

• Delivering High Quality Work
• Accepting Responsibility
• Serving Customers
• Supporting Organizational Goals
• Driving Continuous Improvement
• Acting with Integrity
• Thinking Critically
• Managing Change
• Communicating Effectively

Working Conditions
General Office. Must be able to perform all job requirements with or without reasonable accommodations; remain in a stationary position during shift; move items weighing up to 25 pounds; position self to operate job equipment; apply established protocols in a timely manner. Must access, input and retrieve information from technology devices; communicate with others to accomplish job requirements. May be required to work after hours to include weekends and holidays.

SECURITY SENSITIVE:
This job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code § 51.215

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