Student Records Specialist

1 month ago

Edmonton, Canada Edmonton Catholic Schools Full time

Edmonton Catholic Schools is a large urban school division whose mission is to provide a Catholic education that inspires students to learn and that prepares them to live fully and to serve God in one another. The Division is comprised of over 44,000 students and 5,000 employees in 95 schools plus other sites.

**Student Records Specialist**:
**Requisition ID**: 7276**Hours Per Week**: 35**Position**: Existing**FTE**: 1.0**Department**: Division Monitoring**No Months Per Year**: 12**Position Status**: Permanent**Employee Group**: OOS**Rate of Pay**: $57,044 - $71,317**Posting Closing Date**: 6/14/23The primary focus of this job is to provide official student records expertise to the Division while ensuring compliance to relevant acts, regulations, procedures, and standards.

The job is directly accountable for providing services related to assisting schools in maintaining accurate official student records as defined by the Student Record Regulation and to ensure compliance as measured by Alberta Education’s Enrolment Verification Audit. The job conducts internal audits of official student records, assists Alberta Education with external audits, trains staff, develops procedures, conducts quality assurance, conducts compliance statistics, and responds to information requests.

The job provides guidance to Division staff and develops best practices and procedures to monitor Division adherence to Alberta Education’s expectations with respect to official student records. The work has broad-based effects that have an impact on students, departments, schools, and Division. The job directly impacts accurate individual student programming and overall funding for the schools and the Division.

**Job Responsibilities Include**:

- Train and advise school staff in respect to maintaining accurate student records as defined by the Student Record Regulation and Alberta Education Act
- Advise Division staff on all aspects of official student records (e.g., student registration)
- Advise school staff on maintenance of accurate records in the ECSD Student Document Repository (SDR) and Provincial Approach to Student Information (PASI)
- Maintain and update the Division Monitoring Student Records SharePoint site and Audit Dashboard
- Manage process and assist schools with Alberta Education’s Student Record Enrolment Verification Audit
- Work with other departments to assist schools in ensuring accurate official student records
- Work with Alberta Education auditors in reconciling official student record files
- Conduct audits of official student records
- Develop and implement strategies and systems to conduct audits using the Student Record Audit Dashboard, SDR, and PASI
- Compile results and report on outcomes
- Assist schools with official student record transfers from other Divisions
- Provide guidance and expertise to schools with respect to formal and informal information requests of current students
- Respond to records and information requests from former students, parents, government agencies, Revenue Canada, Citizenship, law enforcement, Child and Family Services and lawyers
- Maintain database of information requests and student record transfers
- Manage and maintain inventory of inactive student records
- Manage the transition to digital records on a Division wide basis
- Facilitate the transition to digital records within schools
- Demonstrate the process and operation of scanning hard-copy documents to digital format
- Participate in meetings and activities
- Contribute to short-term and long-term strategic planning activities
- Assist staff during peak workloads and provide cover-off during absences
- Participate and collaborate on projects and initiatives
- Review best practices and make recommendations to enhance work efficiency and accuracy
- Contribute to the development of new policies and procedures
- Complete projects managed by the unit
- Maintain and upgrade required knowledge through a range of professional development activities including workshops
- and self-study
- Identify staff professional development needs and recommend to the director for approval
- Develop and deliver approved professional development sessions to Division staff
- Provide guidance and advice to Division staff in area of expertise

**Job Qualifications Include**:
**Degree, or diploma in an area related to Business, Sciences, Arts, Education, or equivalent, with coursework in computing and statistics, plus two years of directly related experience**
- Knowledge of digital student records systems (PASI and PowerSchool)
- Knowledge of the Student Record Regulation and the Alberta Education Act
- Knowledge of information governance, records management, and the Freedom of Information and Protection of Privacy (FOIP) Act
- Knowledge of statistical analysis, digital student records systems, reporting databases, and Microsoft programs
- Knowledge of presentation development and delivery techniques and principles
- Knowledge of pro

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