Clerk III- Student Records

Central Texas College; Killeen (TX); On-site; USD 32,000 - 42,000; Full time

Job summary

Central Texas College seeks a Clerk III to support the Associate Registrar of Central Records & Registration. Duties include processing registration/withdrawal requests, generating permanent academic records, and providing general record-keeping support for students and faculty.

Requirements include a high school diploma or GED, plus clerical experience or relevant trade certification with transcripts. Strong computer, research, and customer service skills are essential.

Qualifications

• Requires high school diploma or GED.
• Three years of wage-earning clerical experience or certification from trade school (30 college credits) and six months clerical experience.
• Copies of certificates and/or college transcripts required with application for evaluation purposes.
• Must possess average computer, e-mail and internet skills with knowledge of Microsoft Word, Excel and Outlook.
• Attention to detail and task oriented.
• Ability to perform research and resolve discrepancies in students’ academic and enrollment records.
• Excellent customer service, written and oral communication skills.
• Data entry and word processing with high accuracy; proofreading to identify conflicting data.
• Ability to work in a fast-paced environment, meet deadlines and multi-task.
• Ability to troubleshoot login/registration issues and maintain confidentiality.

Responsibilities

• Process registration and withdrawal requests for students and faculty.
• Generate permanent academic records in accordance with guidelines.
• Provide general record-keeping support to students, staff and faculty.
• Perform routine clerical tasks and check codes, verify data, and data entry on forms.
• Process demographic changes (Name/SSN) for student records and prepare enrollment verification letters.
• Assist students and staff with enrollment issues via e-mail, phone, front counter and lobby.
• Process daily/weekly enrollment and status change reports to update files.

Job description

The Clerk III reports directly to the Associate Registrar of Central Records & Registration. The duties and responsibilities of this position is to process registration/withdrawal requests for students and faculty, generate permanent academic records in accordance with institutional and accrediting guidelines, provide general record keeping support services to students/staff/faculty and perform routine clerical tasks.

High school diploma or GED required. Three years wage earning clerical experience or certification relevant trade school (30 college credits) and six months wage earning clerical experience required.

A copy of certificates and/or college transcripts required with application for evaluation purposes.

• Must possess average computer, E-mail and internet skills with knowledge of Microsoft Word, Excel and Outlook.
• Attention to detail and task oriented.
• Ability to perform research and resolve discrepancies in students’ academic and enrollment record.
• Ability to demonstrate excellent customer service skills that include effective interaction and conflict resolution.
• Demonstrated written and oral communications skills.
• Demonstrated data entry and word processing skills with a high degree of accuracy.
• Skilled at proofreading and identifying conflicting data .
• Ability to work in a fast-paced environment, meet deadlines and multi-task.
• Ability to troubleshoot technical difficulties that prohibit students from logging into and registering for courses on‑line.
• Ability to maintain confidentiality of student information.
• Excellent listening, verbal and written skills with an ability to work with students, faculty, staff and the general public.
• Willingness to provide assistance by giving courteous and professional customer service at all times.

• Responsible for checking codes, verifying data and performing data entry on various student/faculty forms.
• Performs routine clerical tasks such as process incoming mail, order supplies and scanning documents into Soft Docs imaging system.
• Review documentation and process demographic changes (Name/SSN) for student records.
• Prepare student enrollment verification letters.
• Provide assistance to faculty, staff and students with issues regarding enrollment via E-mail (central registration web box), telephone, front counter and in the lobby.
• Process daily/weekly enrollment and status change reports to update student files and generate permanent academic records in accordance with institutional and accrediting guidelines.
• Build regular and TA (Tuition Assistance) Skill Center self‑pace classes.
• Assists students in navigating Eagle Self Service for on‑line registration, updating demographic information, accepting/rejecting financial aid and re‑setting password. Provide back‑up support for Eagle Self Service Technician.
• Research student files to respond to inquiries/disputes on course enrollment, business office holds and grade changes.
• Respond to inquiries via Records & Registration incoming phone line (ext. 1131).