Student Records Representative

Oipc Ab; Edmonton; On-site; CAD 57,000 - 72,000; Full time

Job summary

Alberta Public Service in Edmonton is seeking a Student Records Representative to manage student demographics, enrolments and transcripts using the PASI system. The role involves handling inquiries from students, schools and the public, and maintaining accurate records for high school completion and diplomas.

The position is full-time, temporary (18- or 6-month terms), 36.25 hours per week, with training and compliance requirements.

Qualifications

• High School Diploma and three years of related experience.
• Knowledge of student information management and stakeholder support.
• Background in system quality assurance and related controls.
• Proficiency with Microsoft Office applications and information management systems.
• Familiarity with privacy, access and disclosure-related activities.

Responsibilities

• Process and maintain student demographics, enrolments, grant codes, and diploma information.
• Produce and coordinate high school transcripts and diplomas.
• Support inquiries through myPass and PASIprep.
• Assist with enrollments, courses, marks, and school records codes.
• Respond to record inquiries from students, schools and parents.

Skills

Records management

Customer support

Data entry

Communication

Education

High School Diploma

Tools

PASI System

Microsoft Office

Job description

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Job Information
Job Title:Student Records Representative
Job Requisition ID:89249
Ministry:Education and Childcare
Location:Edmonton
Full or Part-Time:Full Time
Hours of Work:36.25hours per week
Permanent/Temporary/Wage: Temporary
Scope:Open Competition
Closing Date:November 19, 2026
Classification: Administrative Support 5
Salary: $ 2,192.15 to $ 2,773.77 bi-weekly ($57,215 - $ 72,395/year)
The Alberta Public Service works to build a stronger province for current and future generations. We make a difference in the lives of Albertans through rewarding career opportunities. 

The Ministry of Education and Childcare support students, parents, teachers and administrators from Early Childhood Services (ECS) through Grade 12. Through safe and caring schools for all students, Alberta’s government is making life better by investing in education - one of the most important investments we can make in our future. The Ministry has the following responsibilities: develop curriculum and set standards; evaluate curriculum and assess outcomes; teacher development and certification; support students with diverse learning needs; fund and support school boards; First Nations, Métis and Inuit and francophone education; and oversee basic education policy and regulations.

Help shape a positive student experience! As a Student Records Representative, you’ll provide accurate, responsive support while helping students navigate important records, processes and services.

Student Records and Operations collect and maintains enrolment and achievement information for Alberta students and supports the production and distribution of high school transcripts and diplomas. The team also provides student records support to students, schools, school authorities, parents and the public. The Provincial Approach to Student Information (PASI) serves as the source of truth for student information used to support funding, monitoring and educational services.

The Student Records Representative processes and maintains student demographics, enrolments, grant codes, school marks and diploma examination information from within and outside Alberta. The role works with students, the public, schools and school authorities to resolve record inquiries, provide information on high school completion, facilitate education verifications for employment and post-secondary purposes, and assign and maintain Alberta Student Numbers (ASN).

As a Student Records Representative, your key responsibilities include:

1. As the first point of contact, the incumbent exercises judgment and do research to provide the most appropriate procedure or course of action to follow during email, chat and phone inquiries from various stakeholders using applicable legislation, policies, procedures, regulations, and precedents such as: The School Act; Education Act; Guide to Education; PASI Operation Guide, and PASI Community Site.

2. The incumbent must have a broad knowledge of any PASI enhancements and data fixes done to be able to support school and school authorities on school enrollments, courses and marks, student documents and appropriate codes.

4. Student Record representatives steward all Alberta students’ enrollment data and achievement data for high school (Grades 10 to 12) students using the PASI System. Produce and coordinate high school transcripts and diplomas documents to be used for gainful employment and higher learning. Support Albertans and stakeholders regarding student educational record-related inquiries through myPass and PASIprep.

Competencies are behaviors that are essential to reach our goals in serving Albertans. We encourage you to have an in depth understanding of the competencies that are required for this opportunity and to be prepared to demonstrate them during the recruitment process.

Drive for Results

Organize competing priorities, follow through on commitments and proactively identify actions required to keep initiatives moving forward.

Creative Problem Solving

Support multiple programs, events, communications activities and stakeholder initiatives simultaneously.

Build Collaborative Environments

Build trust, communicate effectively and work collaboratively with stakeholders with different perspectives and priorities to achieve shared outcomes.

Systems Thinking

Understand individual programs, communications activities, events and stakeholder engagements contribute to broader trade division and government of Alberta objectives.

Qualifications

High School Diploma and three years of related experience.

Equivalency: Directly related experience or education considered on the basis of:

one year of experience for one year of education or

one year of education for one year of experience.

In addition to the preferred education, the following relevant knowledge, skills and experience will be considered valuable assets.

Knowledge, Skills & Experience

Demonstrated knowledge of student information management and stakeholder support.

Background in system quality assurance, including related practices, processes and controls.

Proficiency with Microsoft Office applications and information management systems.

Familiarity with privacy, access and disclosure-related activities.

Knowledge of applicable legislation, regulations, policies, standards and guidelines.

Understanding of POPA requirements and best practices.

Knowledge of records retention and information management practices.

Strong ability to communicate clearly and professionally, both verbally and in writing.

Demonstrated ability to apply application support and problem-management processes and procedures.

Familiarity with change management practices and processes.
Minimum recruitment standards outline the minimum education and experience required for appointment to a job classification.

Monday to Friday (8:15am – 4:30pm) in person.

There are one (2) Temporary), full-time position working 36.25 hours per week, Monday to Friday.

The first position is an 18 - month temporary opportunity ending June 30, 2028, with the potential for extension, subject to operational requirements.

The second position is an 6 - month temporary opportunity ending July 30, 2027, with the potential for extension, subject to operational requirements.

This position is based in Edmonton. 44 Capital Boulevard, Second Floor, 10044 -108 Street.

Any costs associated with obtaining the required documents/checks as noted or interview travel expenses, will be the responsibility of the candidate. Out-of-province applicants can obtain the required documents/checks from the province they currently reside in.

Links and information on what we have to offer:

• Positive workplace culture and work-life balance.

Closing Statement
This competition may be used to fill future vacancies, across the Government of Alberta, at the same or lower classification level.
We thank all applicants for their interest. All applications will be reviewed to determine which candidates' qualifications most closely match the advertised requirements. Only individuals selected for interviews will be contacted.
If you require any further information on this job posting or require an accommodation during the recruitment process, please contact Liliane Karara at [e-mail] .