] Office of Human Resources - Montgomery County Public Schools

OFFICE OF HUMAN RESOURCES AND DEVELOPMENT → CLASSIFICATION → STUDENT RECORDS SPECIALIST

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Student Records Specialist

MONTGOMERY COUNTY PUBLIC SCHOOLS CLASS DESCRIPTION
OFFICIAL TITLE: Student Records Specialist CODE: 4241 SQ/OQ: Optimal Qualified
WORKING TITLE: Student Records Specialist GRADE: 23 MONTHS: 12
SUMMARY DESCRIPTION; PHYSICAL DEMANDS; AND SPECIAL REQUIREMENTS: SUMMARY DESCRIPTION OF CLASSIFICATION: Under supervision of the Supervisor of Central Records and Reporting, the Student Records Specialist is responsible for managing and overseeing student records across all schools within the district. This role ensures compliance with federal, state, and district regulations regarding the creation, maintenance, transfer, and disposal of student records. The specialist provides training and support to school-based staff and serves as a liaison between schools and central office departments to ensure accurate and secure handling of student information. Considerable judgment is exercised in the release of confidential information, retention of information in the student official record, and researching and interpreting information to be entered into the record. Volume and nature of work follows the school year and the Montgomery County Public Schools (MCPS) record retention schedule. Employees exercise considerable independence in scheduling work to achieve maximum efficiency. Employees are required to exercise extreme tact in working with confidential information. PHYSICAL DEMANDS: None SPECIAL REQUIREMENTS: None
MINIMUM QUALIFICATION STANDARDS
KNOWLEDGE SKILLS ABILITIES: KNOWLEDGE, SKILLS, AND ABILITIES: In-depth knowledge of student records management practices and relevant regulations, including Family Educational Rights and Privacy Act (FERPA). Proficiency in electronic document management systems and standard office software applications. Ability to verify incoming records, maintain a complete record system and assemble and organize data and prepare reports from such records; ability to make decisions in accordance with established policies and procedures, and maintain clerical records. Strong organizational and time-management skills, with the ability to handle multiple tasks simultaneously. Familiarity with state and federal regulations on student records creation, retention, attendance, and data transfer. Excellent communication and interpersonal skills, capable of effectively conveying information to diverse audiences. Ability to work independently and collaboratively, demonstrating initiative and sound judgment in working with confidential information.
EDUCATION, TRAINING AND EXPERIENCE; CERTIFICATE AND LICENSE REQUIREMENTS: EDUCATION, TRAINING, AND EXPERIENCE: Bachelor’s degree preferred, with a minimum of one-year experience managing student records; or Associate’s degree with a minimum three years of experience managing student records. Experience working with students in a preK-12 school system including some experience or familiarity with MCPS. Working knowledge of MS Office Suite of products, database software such as FileMaker Pro. Other combinations of applicable education, training, and experience which provide the knowledge, abilities, and skills necessary to perform effectively in the position may be considered.CERTIFICATE AND LICENSE REQUIREMENTS: None
OVERTIME ELIGIBLE: No

DUTIES AND RESPONSIBILITIES:

EXAMPLES OF DUTIES AND RESPONSIBILITIES: (The duties listed are typical examples of the work performed by this job classification. This is not an exhaustive statement of duties, responsibilities or requirements and does not limit the assignment of additional related duties for the position. Not all duties assigned are included, nor are all duties listed performed in every office or every day.)Oversee the registration, enrollment, and transfer processes for students across the district.Maintain and update student records and transcripts, ensuring accuracy and compliance with relevant policies and regulations.Develop and conduct professional development sessions for registrars, data clerks, secretaries, administrators, and other staff involved in student records management.Provide expert guidance on student registration, records transfers, attendance, and data privacy to school-based teams.Assist in the transition to electronic student records management systems, providing support and training to ensure successful implementation.Serve as the primary point of contact for inquiries related to student records from internal and external stakeholders.Collaborate with other departments and offices to ensure cohesive and efficient records management practices.Maintains permanent student records and transcripts for former MCPS students.Release authorized confidential information, and retains information in the student official permanent record.Uses various software programs and web-based programs to create and maintain student databases.Assists former MCPS students with requesting transcripts, replacement diplomas and education verifications.Issues official transcripts of former students to outside agencies under inflexible deadlines.Responds to court order subpoena for student records.Verifies graduation requirements for MCPS student placed in a non-MCPS school, to ensure they meet MCPS graduation requirements.Creates presentations for record keeper annual record keeper meetings and trainings. Serves as presenter during the meetings and trainings.Attends meetings and serves on workgroups as designated by supervisor in support of districtwide priorities.Responds to inquiries regarding enrollment, withdrawal, attendance, student records and the student information system from record keepers district wide.Provides on-site school training for new record keepersManages the submission and coordinates the resolution of all duplicate student ID requests across the districtReviews, edits and prepares content for the MCPS Student Record Keeper ManualPerforms data cleanup projects in collaboration with OSA colleaguesPerform other duties as assigned by the Supervisor of Central Records and Reporting, the Director of Shared Accountability or other district leaders.

This description may be changed at any time.