POSITION: Supervisor - Student Records

ORGANIZATION / LOCATION: Student Records, Transfers & Archival Services

REPORTS TO: Director – Pupil Accounting & School Boundaries

REVISION / REVIEW DATE: December 19, 2023

JOB CODE:112

UNION: ASASP_III

CLASSIFICATION: ASASP Unit III

GRADE: 32

POSITION SUMMARY:Under the direction of the Director of Pupil Accounting and School Boundaries, the Supervisor of Student Records provides direct services and program leadership, development, and implementation within the context of Board of Education policies and school system administrative procedures related to student records/student transfers.    

DUTIES AND RESPONSIBILITIES

Provides leadership to the Office of Student Records, Transfers and Archival Services and provides direct, daily supervision of services related to student records/student transfers;

Provides a uniform, consistent, county-wide application of the Board of Education Student Records and Student Transfer Policies;

Monitors the daily operation of the Office of Student Records, Transfers and Archival Services;

Participates in consistent and ongoing updating of the Student Records/Student Transfers Guidelines, Policies and Procedures;

Processes, investigates, records, makes decisions, and notifies parents and schools regarding initial transfer requests;

Develops and provides staff development; for school-based clerical and administrative personnel;

Prepares transfer appeal cases;

Reviews all system procedures related to student records/student transfer issues;

Consults with special programs for appropriate placement options of students regarding transfer requests;

Reviews special medical needs transfer requests and resolves placement issues;

Monitors accuracy of the completion and maintenance of student records;

Provides technical assistance to registrars, high school, middle school, and elementary school personnel on student records/student transfers inquiries;

Assists with transcript preparation and retrieval;

Ensures that student records are microfilmed/scanned for placement in students’ permanent files in a timely fashion;

Oversees diploma and certificate issuance for all system high schools and special education centers;

Reviews diploma printing bids and makes recommendations to Purchasing Department;

Provides factual information to school system personnel and the public regarding records/transfer inquiries;

Ensures system compliance with Federal and State laws and procedures related to the maintenance of student records;

Utilizes technology to facilitate the maintenance of and access to student records; and

Performs other duties as assigned.

QUALIFICATIONS

Effective human relations skills, good oral and written communication skills;

Effective organizational skills and administrative skills;

Thorough understanding of the Board of Education’s policy and procedures;

Previous school-based experience and effective understanding of school issues;

Effective ability to conduct investigative activities related to student transfer requests;

Effective ability to collaborate with multiple school system offices and county agencies;

Ability to develop and conduct staff workshops;

Ability to work independently, collaboratively and collectively;

Ability to exercise initiative in carrying out duties and responsibilities; and

Effective use of technology – Microsoft Word, excel, PowerPoint, and web-based applications.

EDUCATION and/or EXPERIENCE REQUIREMENTS: Master’s degree from an accredited college or university in education, human resources, or a related field, with at least five years of responsible experience in human resources work, including human resources information systems and demonstrated supervisory experience.

CERTIFICATION REQUIREMENTS: None Required.

SUPERVISORY RESPONSIBILITIES: Provides guidance and supervision to assigned personnel.

PHYSICAL DEMANDS: The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to stand, talk, hear, walk, sit, and use fingers, tools or controls. The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl. Specific vision abilities required by this job include close vision such as to read handwritten or typed material, the ability to adjust focus, and depth perception. While performing the duties of this job, the employee may occasionally push or lift up to 25 lbs.

WORKING ENVIRONMENT: Normal

ADDITIONAL INFORMATION: None.

Prince George’s County Public Schools • www.pgcps.org • 14201 School Lane, Upper Marlboro, MD 20772