Records Specialist

Palm Beach State College; Lake Worth (TX); On-site; USD 38,000 - 54,000; Full time

Benefits offered by this job

Tuition benefits

Health benefits

Paid time off

Remote or hybrid opportunities

Job summary

Palm Beach State College is seeking a Records Specialist to manage and update student records related to institutional credit, credit by exam, and experiential credit. The role serves as a liaison between departments, faculty and students regarding transcripts, ensuring accuracy and timely processing.

The position involves evaluating transfer credits, assisting with degree awarding in the student information system, and supporting commencement activities.

Qualifications

• Minimum one year of related records/administrative experience.
• Strong customer service and communication skills.
• Proficiency in Microsoft Office and data handling.

Responsibilities

• Evaluates transcripts for transfer credit applicability and equivalency.
• Responds to inquiries via phone, mail, or in person in a timely manner.
• Assists with awarding degrees in the student information system and graduation tasks.
• Prepares for commencement activities and related duties.
• Liaises between departments to communicate policies and procedures.
• Proofreads and verifies documents for accuracy and completeness.

Skills

Customer service

Attention to detail

Data entry

Education

High school diploma or GED

Tools

Microsoft Office

Job description

Join our team!

What We Offer

At Palm Beach State College, you will discover a place where ideas come to life and the heartbeat of a county begins. By joining us, you will be exposed to professionals from across the U.S. and abroad who are the strivers, reinventors, explorers, and influencers dedicated to developing talent that fills the most needed workforce roles. As the Panthers, we embrace a community of belonging, caring, and connection for our students and employees. We seek creative individuals to help PBSC fulfill its mission of inspiring hope, advancing skills, and transforming lives.

About this role

Responsible for the processing and updating of student records related to institutional credit, credit by exam and experiential credit. Liaison between department, faculty and students regarding issues related to student transcripts.

What a day of a Records Specialist looks like

• Evaluates transcripts of transfer students. Determines coursework applicability and equivalency toward degree completion. May make decisions regarding transfer of credits.

• Answers, screens, researches, informs, advises, records, processes and follows‑up all customer requests efficiently and expeditiously as received by telephone, mail or personally from citizens, elected officials, agencies, and College faculty and staff.

• Assists with awarding degrees via student information system.

• Participates in preparation for all commencement related activities.

• Oversees multiple graduation related duties including the completion of substitution requests, diploma mailing, replacement diploma request and any related duties assigned.

• Liaison among departments, functions, or groups, within the College. Communicates information to appropriate personnel.

• Identifies, evaluates, and makes corrections of documents. Logs documents received or completed.

• Proofreads typed copy to ensure accuracy. Reviews and revises report and documents for accuracy and completeness.

• Verifies or confirms that computer data input is accurate, complete, and usable for processing.

• Distributes information to personnel in programs, explains procedures, and clarifies new policies and procedures.

• Performs other job‑related duties as assigned.

We’d love to hear from you if you have the following:

Education and Experience

• High school diploma or GED with additional training related to the position
• One year of related experience

Knowledge of

• Microsoft Office Professional or similar application

Skilled in

• Delivering a high level of customer service
• Attention to detail while maintaining effective time and task management

Ability to

• Maintain strict confidentiality and discretion
• Effectively communicate verbally and in writing on a regular basis with internal and external customers, build relationships, manage customer expectations, and take responsibility for a high level of service
• Interact in a positive manner with diverse populations and varying education levels of students, faculty, staff, and the public

Licenses, Registration, Certifications, or Special Requirements

• Regular physical attendance required
• Some periods throughout the year will require extended work hours including nights, weekends, and college closures
• Must complete FERPA training within 30 days of employment

Work Environment and Physical Demand

• Reach and grasp objects
• Stoop, bend, kneel, crouch, or crawl
• Use of video display terminal
• Use of manual dexterity and fine motor skill
• Communicate information orally and in writing
• Receive and understand information through oral and written communication
• Proofread and check documents for accuracy
• Work a fluctuating work schedule

Benefits

• Culture: Be part of an inclusive, Panther First environment where every role has a purpose, and employees have a sense of belonging.
• Education Benefits: Tuition fee waiver at PBSC, tuition reimbursement, degree recognition award, educational leave, and more. Public Service Loan Forgiveness institution.
• Health and Wellness: Medical, dental, vision, disability, life insurance, parental leave, and more.
• Generous Time Off: Vacation, sick leave, holidays, and spring and winter breaks offering additional paid time off.
• Panther Perks: Potential remote or hybrid opportunities, wellness programs, and apps related to stress management, nutrition, meditation, and more.
• Professional Development: Leadership programs, professional learning workshops, and more.
• Retirement Investments: State retirement plan options and voluntary 403(b) and 457 plans.

EEO Statement

Certain service members and veteran(s), and the spouses and family members of such service members and veteran(s) receive preference and priority. Certain service members may be eligible to receive waivers for postsecondary educational requirements, in the employment by the state and its political subdivisions and are encouraged to apply for the positions being filled.