Student Records Specialist - Edmonton, Canada - Edmonton Catholic Schools

Edmonton Catholic Schools

Verified Company

Edmonton, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

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 hardcopy documents to digital format
Participate in meetings and activities
Contribute to shortterm and longterm strategic planning activities
Assist staff during peak workloads and provide coveroff 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