Records Specialist (Full-Time)

Elgin Community College; Elgin (IL); On-site; USD 49,000 - 65,000; Full time

Benefits offered by this job

Medical, Dental, Vision Insurance

Retirement Plans

Tuition Reimbursement

Professional Development/Expense

EAP

Sick Banks

Job summary

Elgin Community College seeks a Records Specialist to oversee online grading, manage transcript processing, and support enrollment verification. The role emphasizes accuracy, FERPA compliance, and collaboration with Admissions, Registration, and health professions teams.

You will process grade reports, assist with graduation activities, and provide frontline guidance to students and faculty while maintaining confidentiality and meeting deadlines in a diverse college environment.

Qualifications

• Bachelor's degree or equivalent in a relevant field.
• Good knowledge of higher education structure, accreditations, and institution types.
• Strong ability to collaborate with cross-functional teams.

Responsibilities

• Oversee the online grading process; advise faculty on usage and policy changes.
• Manage graduation processing, evaluation, certification, and ceremonies.
• Assist students with records questions via in person, phone, email, or chat; resolve issues.

Skills

Bachelor's degree or equivalence

Higher education knowledge

Cross-functional collaboration

Course equivalencies research

Verbal and written communication

MS Office Suite

Organization and deadlines

Customer service

Tech support for varying skill levels

Interpersonal skills with diverse pop.

Proficient PC/software use

Flexible schedule (evenings/weekends)

Education

Bachelor's degree (BA/BS) from four-year college or university

Tools

Microsoft Office Suite

AccessEcc online grading system

Job description

About ECC:

Elgin Community College serves over 9,000 students at every stage of their educational journeys, including university transfer programs, career and technical education, continuing education classes, and adult basic education. As a community, we pride ourselves on nurturing a welcoming campus where every person—students, staff members, faculty members, and campus visitors—feels valued. The work of each ECC employee is central to the college’s mission, and as an employer, the college fosters a positive environment through professional challenges, excellent benefits, and opportunities for recognition and camaraderie.

Work Schedule:

Ability to work a flexible schedule, which includes days/evenings/weekends as needed by the department. Regular Office Hours: 8am-7pm Monday through Thursday, 8am-4pm Friday

Rate of Pay:

This is a Full-Time Support Staff position at grade 13, with an annual salary range of $48,527 to $64,703. The salary offer will be based on education and experience, in alignment with the College’s compensation philosophy and the current Collective Bargaining Agreement (CBA), if applicable.

Benefits:

• Medical, Dental, Vision Insurance
• Life and Long-Term Disability Insurance
• Flexible Spending Account (FSA, DCA, Commuter)
• Retirement Plans (Pension, 457b, 403b)
• Time Off with Pay
• Professional Development/Expense
• Tuition Reimbursement
• Employee Assistance Program (EAP)
• Sick Banks

FLSA Status:

Non-Exempt

Grant Funded:

No

Job Summary:

An employee in this classification performs work of moderate difficulty by providing operational guidance for the Registration and Records office while focusing on records processing functions. Work is distinguished by the ability processes all ECC transcripts as well as providing support for the other records functions including the online grading process. General supervision is received by the assigned supervisor.

Required Knowledge, Skills & Abilities:

• Bachelor's degree (BA/BS) from four-year college or university or equivalent combination oftraining and experience.
• Good knowledge of higher education structure including accreditations and institution types.
• Considerable skills in collaborating effectively with cross-functional teams.
• Considerable skills in researching and analyzing information to determine course equivalencies.
• Considerable skills in verbal and written communication.
• Considerable skill in the use of the Microsoft Office Suite, including but not limited to Word, Excel, Access and Publisher
• Considerable skill in organizing work to meet established deadlines while maintaining attention to detail.
• Working skills in customer service.
• Working skills to support others of all skill levels in the use of technology
• Working skill in interpersonal interaction to be applied to a variety of individuals with differing education, ethnic and socio-economic backgrounds.
• Working skill in operating a personal computer, applicable software and peripheral equipment as well as learning and adapting to new and updated programs and technology.
• Must be available to work a flexible schedule, including evenings and weekends when required by the department’s needs.

Desired Knowledge, Skills & Abilities:

N/A

Essential Duties:

1. 1. Oversee the online grading process. Provide notice to faculty regarding the collection, and processing for mid-term enrollment verification/grades and final grades, as well as all grade changes; generate grade reports to students; generate, distribute and follow up on grade related reports. Advise faculty how to use online grading process through AccessEcc and communicate all changes in policy or procedures. Data entry including, but not limited to, Advanced Placement (AP) and College Level Examination Program (CLEP) scores, SAT score import, articulated high school credit and proficiency credit
2. 2. Responsible for processing auto completer process. Assist with graduation processing including evaluation, certification, and notification. Assist with commencement activities including but not limited to: organization of regalia, lineup order and walking cards, pre-ceremony line up and announcements, platform party order, organization of ushers and execution of ceremony. Work special events including, but not limited to, new employee orientation, college night, new student orientation and graduation.
3. 3. Assist students with information in person, phone and computer. Assist students with records questions or help with our website when they call in, by email, live chat, etc. Research, analyze and resolve student issues related to student records. Assist with the ongoing Records module testing, updates, enhancements, data cleanup and issue resolution
4. 4. Order, process and deliver transcripts using all methods as needed. Scan and retrieve documents related to student records and other records related activities.
5. 5. Process enrollment verification letters for reasons including but not limited to military recruiting, immigrations and high schools.
6. 6. Ensure the collection, recording, maintaining and reporting of student records within FERPA guidelines; e.g. grades, registration data, transcripts, applications, midterm verification, updating student history files, and athletic eligibility. Process Solomon amendment requests. Records related projects, as assigned.
7. 7. Collaborating with admissions, registration, records, testing, and health profession departments to recommend and implement process improvements. Responsible for coding students admitted to health professions programs.
8. 8. Serve as back up for transcript specialist and registration, as needed.
9. 9. Maintains required training, licensure and/or certifications
10. 10. Maintains confidentiality of privileged information and adheres to applicable privacy laws
11. 11. Demonstrates sensitivity, understanding and respect of diverse populations within the workplace.
12. 12. Maintains an understanding of the work of colleagues to effectively provide backup and/or support for co-workers during times when the division is short-staffed or experiencing an increased volume of work.
13. 13. Adheres to department guidelines for attendance and punctuality

Other Duties:

1. 1. Ability to work a flexible schedule, which includes days/evenings/weekends as needed by the department.
2. 2. Perform other job-related duties as assigned which pertain to the job description.

Physical Demands:

Sedentary (up to 10 lbs occasionally, sitting most of the time)

Visual Acuity:

Close visual acuity (e.g. computer, assembly)

Work Environment:

Moderate noise

Environmental Conditions:

Typical office or administrative

Current SSECCA Union Member Information:

The initial posting date for this position is 08/25/2026. Elgin Community College Support Staff Association (SSECCA) members that apply by 09/01/2026 and meet the posted minimum qualifications will receive full consideration.

Equal Employment Opportunity Statement:

Elgin Community College does not discriminate, or tolerate discrimination, against any member of its community on the basis of race, color, national origin, ancestry, sex/gender/gender identity, age, religion, disability, pregnancy, veteran status, marital status, sexual orientation, or any other status protected by applicable federal, state or local law in matters of admissions, employment, or in any aspect of the educational programs or activities it offers.

In addition, Elgin Community College provides reasonable accommodations to qualified individuals with disabilities to ensure equal access and equal opportunities with regard to employment practices, educational opportunities, and programs and services. If you need a reasonable accommodation for any part of the application and hiring process, please notify the College’s EEO/AA Officer. Determinations on request for a reasonable accommodation will be made on a case‑by‑case basis.