Records Specialist

Dodge City Housing; Dodge City (KS); On-site; USD 35,000 - 50,000; Full time

Job summary

Dodge City Housing is seeking a Records Specialist to provide excellent customer service to students during enrollment and maintain accurate student records. The ideal candidate must have a High School Diploma/GED, at least 2 years of customer service experience, and skills in Microsoft Word and Excel. Responsibilities include processing enrollment verifications, assisting with student records, and handling various reporting requirements. This position offers a dynamic work environment focused on student support.

Qualifications

• Minimum of a High School Diploma/GED required.
• At least 2 years related experience in customer service.
• Experience with Microsoft Word, Excel and database management.

Responsibilities

• Provide high-level customer service to assist students with enrollment.
• Maintain student files and process enrollment verifications.
• Assist with institutional, state, and federal reports.

Skills

Customer service experience

Microsoft Word

Excel

Database management

Problem-solving

Bilingual (Spanish/English)

Education

High School Diploma/GED

Associate degree

Job description

Business Name: Dodge City Community College

Short Description: Under the direct supervision of the Registrar, the Records Specialist will provide a high level of quality customer service to assist students with enrollment, maintain student files, process enrollment verifications, loan deferments, and assist with institutional, state, and federal reports.

Dodge City Community College is committed to a policy of non-discrimination in hiring and employment on the basis of race, color, religion, sex, age, disability, military status, ancestry or national origin.

Essential Functions / Responsibilities

• Understand and commit to the Mission of the College: “Provides a student-centered learning environment where students can achieve their educational, personal, and career goals.”
• Provide and maintain high quality customer service to students, visitors, general public and college personnel, using various forms of communication platforms.
• Perform various data entry and clerical duties to maintain accurate student records; prepare, receive, review, and maintain department records and/or documents. Assist in maintaining institutional Student Information System.
• Scan and index documents.
• Process student applications, determine/verify residency, and implement communication campaigns related to college admission and enrollment processes.
• Process withdrawal requests.
• Process course and certification rosters, midterm grades, final grade verification/grade entry assistance, and grade changes.
• Perform degree audits, confer degrees, print diplomas/certificates, and distribute accordingly.
• Assist with commencement planning and implementation.
• Evaluate incoming transcripts, determine course equivalencies, and enter into the Student Information System.
• Process transcript requests and contact other colleges, schools, or agencies to obtain clarification of possible discrepancies on transcripts before updating the student information system.
• Assist with athletic eligibility verification.
• Evaluate potential transfer credits, review student transfer credit entry, apply retroactive and institutional exam credit transfer.
• Verify enrollment status following established institutional guidelines/dates and process enrollment verifications and loan deferments.
• Assist with data collection and verification for various reporting requirements.
• Serve as Designated School Official for the Student Exchange and Visitor Program (ICE), update and maintain Student and Exchange Visitor Information System (SEVIS) records of nonimmigrant students in F visa categories.
• Establish and maintain an accurate database to track international student document submission, communicate with students and athletic staff regarding student I‑20 status/issuance and other inquiries.
• Interpret, apply and explain complex rules and regulations, requirements and restrictions, related to assigned student service areas; refer students to other resources as appropriate.
• Perform other duties as assigned by the Registrar.

Required Qualifications

• Minimum of a High School Diploma/GED required.
• At least 2 years related experience in customer service.
• Experience with Microsoft Word, Excel and database management.
• Experience managing multiple projects.
• Ability to problem solve.
• Enthusiastic personality and pleasant telephone techniques.
• Must possess a strong work ethic and commitment to working as an effective team member in a high traffic office.
• Must be able to work well with students, the public, faculty, peers, and administrators.

Preferred Qualifications

• Associate degree.
• Experience in student records, academic advising, and other student services.
• Bilingual (Spanish/English).
• Valid Kansas driver’s license.

Physical Requirements

• Ability to lift and carry 35 pounds.
• Ability to speak clearly and audibly to students in person and on the telephone.
• Ability to stretch, bend, stoop, and kneel as required to perform the duties of this position.
• Ability to hear informational speaker in conversational voice at a distance of 10 feet and by telephone.
• Stand or sit for long periods of time.

Supervisory Responsibilities

None.

Building Assignment

Student Union.