Records Specialist

Dalton State College; Dalton (GA); On-site; USD 20,491 - 29,184; Full time

Benefits offered by this job

Healthcare options

Retirement option: Teachers Retirement

Tuition assistance

13 paid holidays

Paid vacation and sick leave

Paid parental leave

Winter break

USG Benefits

Job summary

Dalton State College is seeking a Records Specialist to support registration and records management tasks. The role involves assisting with student registration, processing documents and transcripts, and maintaining records across multiple systems.

The position supports graduation activities, waiver processing, and schedule development, while ensuring accurate data entry and excellent customer service at the front desk during peak periods.

Qualifications

• High school diploma or equivalent required.
• More than one year of related experience is required.
• Associates degree preferred.
• Knowledge of student records management principles and registration processes is expected.
• Knowledge of transcripts and academic records is beneficial.

Responsibilities

• Assist with student registration processes and maintain wait lists.
• Process student documents, transcripts, and verifications.
• Assist with waiver processing and eligibility determinations.
• Assist with graduation preparations and ceremonies.
• Perform related duties including course schedule creation and records maintenance.

Skills

Student records management

Registration processes

Grading & transcripts

Computers & software

Decision making

Interpersonal relations

Oral & written communication

Education

High school diploma or equivalent

Associates degree

Job description

Job Title: Records Specialist

Location: Dalton State College

Regular/Temporary: Regular

Full/Part Time: Full-Time

Job ID: 300762

Job Summary

This position performs specialized duties in support of college registration and records management functions.

Responsibilities

Assists with student registration processes (30%)

• Processes schedule adjustment forms.
• Assists in registering students in special situations.
• Maintains and updates wait lists.
• Works at front counter first 2-3 weeks of each semester processing schedule adjustment forms, answering general questions, and maintaining lists required by Bursar and Financial Aid.

Processes student documents (30%)

• Scans student documents for processing and indexing.
• Processes transcripts.
• Processes a variety of student verifications.
• Prepares student correspondence.

Assists with processing waivers (10%)

• Downloads/receives waiver residency requests.
• Keeps spreadsheet of requests with documents submitted, timeline, and status or request.
• Works in conjunction with Registrar to review and determine eligibility.
• Communicates with students on status and if additional documents needed.

Assists with graduation (5%)

• Coordinates and assists with graduation ceremony preparations.
• Gathers items for graduation.
• Maintains inventory of graduation supplies.
• Evaluates and processes graduation applications.

Performs a variety of related duties (25%)

• Builds course schedules for eCore and eMajor courses.
• Maintains hard copy files and digital records.
• Assists in the preparation of the college catalog.

Required Qualifications

• High school diploma or equivalent required.
• More than one year of related experience is required.

Preferred Qualifications

• Associates degree.

Knowledge, Skills, & Abilities

Knowledge:

• Knowledge of student records management principles.
• Knowledge of college registration processes.
• Knowledge of academic grading and transcripts.
• Knowledge of computers and job-related software programs.

Skills:

• Skill in decision making and problem solving.
• Skill in interpersonal relations and in dealing with the public.
• Skill in oral and written communication.

Benefits

• Healthcare options
• Retirement option: Teachers Retirement Systems (TRS)
• Tuition assistance
• $100 Well-being rewards
• 13 paid holidays
• Paid vacation and sick leave
• Paid parental leave
• Winter break (December holidays)
• USG Benefits

Minimum hourly rate

$18.03 / hour

Equal Employment Opportunity

Equal opportunity and decisions based on merit are fundamental values of Dalton State College (DSC). As a member of the University System of Georgia, we follow the Board of Regents' policy, which prohibits discrimination on the basis of an individual's age, color, disability, genetic information, national origin, race, religion, sex, or veteran status ("protected status"). No individual shall be excluded from participation in, denied the benefits of, or otherwise subjected to unlawful discrimination, harassment, or retaliation under, any DSC program or activity because of the individual's protected status; nor shall any individual be given preferential treatment because of the individual's protected status, except that preferential treatment may be given on the basis of veteran status when appropriate under federal or state law.

All employment processes and decisions, including but not limited to hiring, promotion, and tenure, shall be free of ideological tests, affirmations, and oaths, including diversity statements. The basis and determining factor for all such decisions should be that the individual possesses the requisite knowledge, skills, and abilities associated with the role, and is believed to have the ability to successfully perform the essential functions, responsibilities, and duties associated with the position for which the individual is being considered. At the core of any such decision is ensuring the institution's ability to achieve its mission and strategic priorities in support of student success.

Dalton State College is an Equal Opportunity Institution. For questions or more detailed information regarding this policy, please contact Dalton State College's Office of Human Resources at 706-272-2034. Individuals requiring disability related accommodations for participation in any event or to obtain print materials in an alternative format, please contact the Office of Human Resources at 706-272-2034.

Conditions of Employment

Offers of employment are contingent upon completion of a background investigation including a criminal background check demonstrating your eligibility for employment with Dalton State College, as determined by Dalton State College in its sole discretion, confirmation of the credentials and employment history reflected in your application materials and, if applicable, a satisfactory credit check. Applicants may be subject to a pre-employment drug test. Offers are made expressly subject to the applicable federal and state laws, to the statutes, rules and regulations of this institution and to the Bylaws and Policies of the Board of Regents (BOR) of the University System of Georgia (USG), which are available for your inspection upon request.

Background Check

• Position of Trust

Other Information

This role is considered a position of trust.