Job Description

District Records Clerk - Student Records

Location: DAC

12 months, 8 hours/day

Grade 14, $14.35/hour

Start Date: 1/6/20

Purpose Statement

The job of District Records Clerk - Student Records is done for the purpose/s of providing support to the educational process with specific responsibilities for performing complex clerical work in identifying, retaining, microfilming, storing and purging student records; ensuring compliance with state reporting and documenting requirements; and providing information and/or direction to others.

This job reports to the Director of Administrative Services

Essential Functions

Attends department and/or in-service meetings for the purpose of conveying and/or gathering information required to perform functions.

Maintains a variety of manual and electronic documents, files, and records (e.g. cumulative folder ledger, file of student withdrawals, inactive cumulative folders, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.

Microfilms inactive cumulative records for the purpose of conforming to established District policies and legal requirements.

Performs general clerical functions (e.g. copying, faxing, data entry, filing, etc.) for the purpose of supporting office functions.

Prepares and sends requested documents for the purpose of ensuring arrival to a specific destination in a timely manner.

Processes requested documents (e.g. student academic and health information, etc.) for the purpose of providing information in compliance with established administrative guidelines and legal requirements.

Purges student records in accordance with established guidelines for the purpose of conforming to

District policies.

Responds to questions from a variety of individuals (e.g. parents, school nurses, other schools, students, attorneys, etc.) for the purpose of providing information and/or directions as may be required.

Other Functions

Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements: Minimum Qualifications

Skills, Knowledge, and Abilities

SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill-based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications; preparing and maintaining accurate records.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and understand complex, multi-step written and oral instructions. Specific knowledge-based competencies required to satisfactorily perform the functions of the job include codes, regulations & laws related to student records; business telephone etiquette.

ABILITY is required to schedule activities; gather and/or collate data; and use basic, job-related equipment. Flexibility is required to work with others in a variety of circumstances; work with data utilizing defined and similar processes, and operate equipment using defined methods. Ability is also required to work with a diversity of individuals and/or groups; work with a variety of data, and utilize a variety of job-related equipment. Problem-solving is required to identify issues and create action plans. Problem-solving with data may require independent interpretation, and problem-solving with equipment is limited. Specific ability based competencies required to satisfactorily perform the functions of the job include: establishing and maintaining effective working relationships; working with detailed information/data and meeting deadlines and schedules; communicating with diverse groups of individuals; working with frequent interruptions; setting priorities and working under minimal supervision; maintaining confidentiality; ability to read, write and communicate clearly in English.


Responsibilities include: working under direct supervision using standardized routines; providing information and/or advising others; utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization’s services.

Work Environment

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally, the job requires 75% sitting, 15% walking, and 10% standing. The job is performed in a generally hazard-free environment.

Experience: Job-related experience is desired.

Education:    High school diploma or equivalent.


Required Testing                           Certificates and Licenses       

Pre-Employment Proficiency Test


Continuing Educ./Training               Clearances

                                                              Criminal Background Clearance


FLSA Status - Non Exempt

Primary Location: Leadership Elementary

Shift Type: 8.0 hrs/day

Job Contact Information

Applications will be accepted beginning
Thursday, December 5, 2019 12:00 AM
(Mountain Standard Time)

Application Instructions

To apply directly to Paradise Valley Unified School District, please click the link below. Another window will open and allow you to apply online.

Apply Online