Student Records Processor

Chicago Public Schools (CPS) is one of the largest school districts in the United States, serving over 340,000 students in 600+ schools and employing nearly 36,000 people, most of them teachers. CPS has set ambitious goals to ensure that every student, in every school and every neighborhood, has access to a world-class learning experience that prepares each for success in college, career, and civic life. In order to fulfill this mission, we make three commitments to our students, their families, and all Chicagoans: academic progress, financial stability, and integrity. Six core values are embedded within these commitments - student-centered, whole child, equity, academic excellence, community partnership, and continuous learning.
The Student Records Coordinator will provide support to the Student Records Team. Under the direction of the Executive Director of Policy and Procedures, this team collaborates to manage the inventory of all archived records of former students, the process of maintaining accurate student graduation lists and the annual creation of diplomas for all Chicago Public Schools. This position will report to the Student Records Team Lead, and will assist with department tasks, performing all work in accordance with records management work practices and procedures.
The Student Records Coordinator will be held accountable for the following responsibilities:
• Generate former Student Records as requested by internal and external parties, including all high school transcripts, elementary school registration cards, verification of graduations, immunization records, and verification of births.
• Process Social Security Administration Student Records requests
• Assist in maintaining an organized inventory of all records at all times.
• Provide excellent customer service including promptly responding to client phone calls and emails.
• Assist in coordinating the production of all elementary and high school diplomas for Chicago Public School students, providing support to the Team Lead.
• Assist in coordinating with the Records Management Team to provide retrieval of archived IEP records to schools and authorities as needed.
• Assist in coordinating with the Records Management Team to ensure the proper storage of newly added archived records.
• Assist in special projects for the Department of Policy and Procedures as required.
• Generate special reports as needed.
• Other duties as assigned.
In order to be successful and achieve the above responsibilities, the Student Records Coordinator must possess the following qualifications:
Type of Education Required:
• High School diploma is required
• Bachelor's degree from an accredited college or university is highly preferred.
Type of Experience Required:
• Minimum of three (3) years of administrative support experience, including at least one (1) year of experience in role providing customer service and/or completing similar job duties.
• At least one (1) year of compliance or records management experience is preferred
Knowledge, Skills, and Abilities:
• Hard-working team player with high attention to detail, integrity, honesty, and credibility
• Excellent customer service and communication skills (speaking - including presentations - listening, and writing)
• Ability to work in a high volume, deadline-driven environment.
• Excellent organizational skills and the ability to multitask.
• Capable of developing a basic level of records management expertise
• Capable of handling sensitive information and maintaining high levels of confidentiality
• Ability to build collaborative relationships with a variety of constituent groups, including employees from various departments, to ensure the team operates in the most effective manner possible
• Ability to effectively work with team members to meet expectations and achieve goals
As a condition of employment with the Chicago Public Schools (CPS), employees are required to:
• Establish/Maintain Chicago Residency - Employees are required to live within the geographic boundaries of the City of Chicago within six months of their CPS hire date and maintain residency throughout their employment with the district.
• Be Fully Vaccinated or Submit to Weekly COVID-19 Testing -Employees are required to be fully vaccinated within 30 days of their hire date. Full vaccination is defined as at least two weeks after your second shot of a two-shot vaccination course, or at least two weeks after a one-shot vaccination course. Unvaccinated staff must submit to weekly testing.