Student Records Secretary Full Time

Job Summary:

The Student Records Secretary plays a vital role in maintaining the integrity, confidentiality, and accuracy of student information within the Clay County School District. This position involves managing student records, enrolling and withdrawing students, preparing reports, and providing administrative support to the school staff and leadership team. The ideal candidate is highly organized, detail-oriented, and able to manage sensitive data with discretion and accuracy.

Key Responsibilities:

• Maintain and update student records in compliance with district policies and state/federal regulations

• Process new student enrollments, withdrawals, and transfers efficiently and accurately

• Enter and update student information in the district’s student information system (SIS)

• Verify and process records requests from other schools, agencies, and parents/guardians

• Prepare cumulative folders, transcripts, attendance reports, and academic records

• Collaborate with counselors and school administrators to support student registration and scheduling

• Respond to inquiries regarding student records in a timely and professional manner

• Ensure confidentiality and security of all student data and records

• Assist in compiling data for state reports, audits, and standardized testing

• Provide general clerical and administrative support, including filing, scanning, photocopying, and answering phones

• Maintain knowledge of FERPA and district-specific data handling policies

• Support office functions and perform other duties as assigned by the principal or designee

Required Qualifications:

• High school diploma or equivalent; Associate’s degree or higher preferred

• At least 2 years of clerical, secretarial, or administrative experience (school setting preferred)

• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and student information systems (e.g., Skyward, Power School, etc.)

• Strong written and verbal communication skills

• Ability to prioritize tasks and manage time effectively in a fast-paced environment

• Demonstrated attention to detail and high level of accuracy in data entry

• Knowledge of educational record-keeping regulations, including FERPA

Preferred Skills and Attributes:

• Experience in a school district or educational institution

• Strong interpersonal skills with the ability to work effectively with students, parents, staff, and administrators

• Ability to handle sensitive information with the highest degree of integrity and confidentiality

Work Environment:

• Office-based within a school setting

• Frequent use of computers, telephones, and standard office equipment

• Interaction with students, families, and staff throughout the school day