Position Type: Support Staff (Non-Classroom)/Records Specialist Date Posted: 6/10/2025 Location: Global Academy Date Available: 07/01/2025 Closing Date: 09/05/2025 JOB DESCRIPTION BOTTOM RIGHT OF SCREEN Position Length: 12 Month Short Job Grade: 109 Hourly Rate: $17.54 and up depending on experience Hours Per Day: 8 Application Procedure: Apply online Fingerprint Clearance Card: Must have a Level One IVP Fingerprint Clearance Card prior to processing. Please Click Here.Records Specialist - Online Learning JOB DESCRIPTION Gilbert Unified School District Purpose Statement The Records Specialist is responsible for maintaining accurate and up-to-date student/employee records, ensuring compliance with state and federal regulations, and providing administrative support to the school district's administrative team. Additionally, the Records Specialist engages in several activities specific to supporting the management of district students placed in Private Day Schools. This position requires a high level of attention to detail, confidentiality, and the ability to manage multiple tasks efficiently. Essential Functions Student Records Management:
- Maintain and update student records, including enrollment, attendance, grades, special education records, and transcripts.
- Ensure records are stored securely and in compliance with district, state, and federal regulations.
- Process requests for student records and transcripts from students, parents, and external agencies.
Data Entry and Reporting:
- Enter and update student information in the district's database system.
- Generate and distribute reports on student data as requested by administrators and teachers.
- Assist in the preparation of state and federal reports related to student information.
Employee Records Management:
- Provide employee verification
- ?Ensure records are stored securely and in compliance with district, state, and federal regulations.
- Process requests for employee records from employees and external agencies.
Public Records Requests
- Process requests for Public Records requests (FOIA).
- Maintain communication with appropriate Departments related to requests.
- Respond to requests in a timely manner
Communication and Customer Service:
- Provide excellent customer service and ensure timely and accurate responses to all record-related requests
Administrative Support:
- Assist with general office duties, including filing, copying, and answering phones.
- Support the administrative team with special projects and tasks as assigned.
- Maintain office supplies and inventory related to records management.
Support Specific to Private Day Schools:
- Working with Accounting Specialist - Special Education to process invoices and purchase orders related to Private Day School
- Manage enrollments for students in Private Day Schools
- Course schedules for Private Day School students
Other Functions
- Assists other personnel for the purpose of supporting them in the completion of their work activities.
Minimum Qualifications Mental Requirements Learning Development- Level B Sufficient to read and write technical information and instructions, perform basic arithmetic calculations, understand commonly used procedures and methods, or operate equipment that requires some training. Learning development is equivalent to completion of a high school curriculum. Problem Solving - Level 1 Work situations are routine and regularly recurring, requiring attention and concentration, but limited discretion, consideration, and planning to adequately respond and carry out work activities. Physical Requirements Physical Skill - Level A Basic level of learned physical skill is required. No special coordination beyond that used for normal mobility and handling of everyday objects and materials is needed to perform the job satisfactorily. Physical Effort - Level 2 Job requires light physical effort as a part of regular work routine, such as frequent standing and walking; frequent lifting, guiding, and/or carrying of light-weight materials or equipment; occasional periods of sustained effort. Social Requirements Human Relations Skill- Level B Job requires patience in communication and well-developed verbal skills to exchange technical or complex information with individuals or small, informal groups. skills in establishing harmonious relationships and gaining cooperation are important. Scope of Contacts - Level 1 The important job contacts are with peers in the immediate work group and immediate supervisor. Occasional contact with individuals outside the organization may occur. Work Environment Performance Environment - Level A Changes in environments, work pressure, disturbances of work flow, and irregularities in work schedule are infrequent. Physical Working Conditions - Level 2 Somewhat disagreeable conditions. Work may be performed in cramped or awkward positions. occasional exposure to safety hazards, disease, or contamination results in chance for lost-time accidents. Occasional exposure to noise, temperature extremes, etc Accountability Level of Accountability -Level B Responsible for producing journey-level work output on an independent basis subject to supervisory direction and review. Organizational Impact - Level 1 Work results impact the immediate work section with little effect beyond. Responsible for results or services that facilitate the work of others in a specific work group. Experience, Education, and Certifications Experience: Job related experience with increasing levels of responsibility is desired. Education: High School diploma or equivalent. Certifications/Clearances: Must possess a valid Arizona DPS Level One IVP Fingerprint Clearance Card while employed. Compensation Details FLSA Status: Non Exempt Pay Schedule: Hourly - Grade 109 Work Calendar: Support 12 Month Short Non Discrimination Statement Gilbert Unified School District does not discriminate on the basis of race, color, religion, national origin, ethnicity, sexual orientation, sex, (including pregnancy and other related conditions), gender identity, gender expression, genetic information, age (over 40), parental status, or disability in admission to its programs, services, or activities, in access to them, in treatment of individuals, or in any aspect of their operations. The District provides equal access to the Boy Scouts and other designated youth groups pursuant to the Boy Scouts of America Equal Access Act. The lack of English language skills shall not be a barrier to admission or participation in the District's activities and programs. The Gilbert Unified School District also does not discriminate in its hiring or employment practices. This notice is provided as required by Title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, Title IX of the Education Amendments of 1972, the Age Discrimination Act of 1975, and the Americans with Disabilities Act of 1990. Inquiries about Title IX may be referred to the Title IX Coordinator, the U.S. Department of Education's Office for Civil Rights or both. The nondiscrimination policy and grievance procedures are located on the Gilbert Public Schools website. Attachment(s):
- Records Specialist - District.pdf
