Records Clerk

Bizzell Group; Guthrie (OK); On-site; USD 19,000 - 25,000; Full time

Job summary

The Bizzell Group in Guthrie, OK is seeking a Records Clerk to ensure accurate student records and support services for Job Corps participants. You will maintain CIS entries, process documentation, and coordinate arrivals, transportation, and allowances while upholding privacy and policy standards.

Ideal candidates have six months of administrative or records experience, strong MS Office skills, and organizational abilities.

Qualifications

• Proficiency with advanced Microsoft Office applications including Word, Power Point, Outlook, and Excel.
• Strong organizational and accurate record maintenance skills.
• Minimum six months experience in administrative support or records management.
• Ability to effectively complete routine paperwork in a timely manner.

Responsibilities

• Review incoming information for accuracy and completeness of each form.
• Assist Records Manager in scheduling arrivals to meet capacity targets via collaboration with OA contractors in GAP.
• Collaborate with counselors to return UA students and document retrieval efforts in CIS and files.
• Maintain input of student records and credentials in CIS per PRH.
• Track performance and report outcomes; support corrective actions per National Director.
• Develop daily morning reports for department-wide access in a timely manner.
• Coordinate commercial transportation needs of students per PRH and DLMS 7 guidelines.
• Implement a system for clothing allowances with signed receipts for issued items.
• Establish a uniform system for issuing student allowances and transition funds.
• Prepare arrival pay sheets for students.
• Review student folders for required paperwork.
• Help update student profiles (ETA 640).
• Prepare terminated folders and file information into permanent folders.
• Work with counselors on arranging student transportation.
• Safeguard personal information in line with Privacy Act; share only as needed for safety and services.
• Ensure accuracy, completeness and timeliness of all student records documents.

Skills

MS Office proficiency

Data entry

Records management

Administrative support

Organizational skills

Education

High School Diploma or equivalent

Associate's degree preferred

Tools

Adobe Acrobat

Job description

Description

Provide support for the student records function to ensure that students receive the support services and benefits necessary for successful participation in the Job Corps program while ensuring the maintenance of a uniform systems to account for and document the participation and achievement of program participants.

• Reviews all incoming information for student records to ensure accuracy and completeness of each form.
• Assists the Records Manager in scheduling sufficient arrivals to achieve and maintain contracted design capacity (On-Board Strength) through collaboration with OA contractors in geographic assignment plan (GAP).
• Collaborates with counselors in returning UA students back to Center. Ensures prompt documentation of UA retrieval efforts in CIS and student personnel files.
• Maintains accountability for the input of students' records and credentials in CIS in compliance with the PRH.
• Ensure performance is accurately tracked and reported and necessary corrective action is taken to achieve the performance outcome goals and quality standards established by the National Director of Job Corps.
• Assists in the development of daily morning reports are made available to all department in a timely manner.
• Coordinates commercial transportation needs of students in compliance with the PRH and Department of Labor Manual Series - DLMS 7 - Travel Management.
• Implement a system to provide clothing allowances for students in the amounts indicated and according to the time schedule shown in the PRH. Records shall include a signed receipt for all clothing allowances issued to the student.
• Implement a uniform system for issuing student personal allowances and transition allowances earned through participation and achievement.
• Prepares arrival pay sheets for students.
• Reviews student folders to ensure they contain necessary paperwork.
• Helps update student profiles (ETA 640).
• Prepares terminated folders.
• Files Student information into permanent folder.
• Works with counselors and Student Personnel Officer on arranging student transportation.
• Assures that personal information about individual students, subject to the Privacy Act, is shared among staff only to the extent necessary to ensure the safety and effective provision of services to students, and no further, in accordance with the Student Rights to Privacy and Disclosure of Information.
• Ensure accuracy, completeness, and timeliness of all student records documents.

POSITION DESCRIPTION

Records Clerk Position Description Page 2 of 4

• Works toward meeting performance management goals.
• Follows CDSS plan and Code of Conduct system daily.
• Adheres to required property control policies and procedures.
• Maintains good housekeeping in all areas and complies with safety practices.
• Complies with all DOL guidelines, OFCCP regulation, Quality Assurance Plan (QAP) Serrato policies and procedures, Job Corps notices and bulletins, and Center policies and procedures.
• Demonstrates and abides by The Bizzell Group's core values and operating principles.
• Models, mentors, monitors appropriate Career Success Standards.
• Helps students become more employable through continuous reinforcement.
• Participation in PRH mandated staff training is mandatory. Failure to participate may result in disciplinary action up to and including termination.
• Performs other duties as assigned.

Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

Proficiency with advanced Microsoft Office applications including Word, Power Point, Outlook, and Excel.

Computer Literacy with basic computer functions, email, internet, and basic programs such as Adobe Acrobat.

Ability to effectively complete routine paperwork in a timely manner.

High level of organizational and accurate record maintenance skills.

Experience

Minimum of six months experience in administrative support, data entry, records management, or related experience.

Education

High School Diploma or equivalent. Associate's degree preferred.

Certificates, Licenses, Registrations

Valid State Driver’s License.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands and fingers to handle or feel, to reach with hands and arms, and talk and listen. The employee must be able to occasionally lift and/or move up to 25 pounds. Specific vision capabilities required by this job include close vision, distance vision, and peripheral vision.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in this work environment is moderate.

This job description is not intended to be all-inclusive. Therefore, the employee may be requested to perfor