Student Records Specialist

Pay Grade: AG (Non-Exempt Support Staff Salary System)

Department: Business Services

Accountable To: Student Data Manager

FLSA Status: Non-Exempt

Calendar: 261 Days

Creation/Revision Date: July 22, 2026

Summary:

Under general direction, incumbent(s) oversees the maintenance of all student records to include ensuring compliance with applicable laws and regulations, developing standard procedures, training office staff, auditing records, and collaborating with District staff. In addition, incumbent(s) coordinates student records, permanent record cards, and health cards by ensuring records are accurate and complete, organizing and filing records and cards, archiving records and cards, and sending copies to and gathering copies from other schools and outside agencies.

Essential Functions:

• Oversees the maintenance of all inactive student records including ensuring compliance with applicable laws and regulations, developing standard procedures for record keeping and distribution, training school office staff, distributing procedures and guidelines, auditing records at the sites, and responding to inquiries from office staff.
• Develops and maintains the budget for Student Records with the Student Data Manager.
• Performs purchase requisitions including researching materials and costs, submitting on-line requestions, following up on placed orders, resolving problems, and verifying receipt of items.
• Makes correction and adjustments necessary for accurate records and information.
• Coordinates with Student Data Manager for repair and maintenance of equipment.
• Coordinates inactive student records for the District including ensuring records are accurate and complete, verifying record information, assisting District staff and parents on completing required paperwork, verifying information within the student database system, tracking pending information, archiving and destroying old records, prepares and coordinates the transfer of archived permanent record cards and health cards to microfilm, processes record requests, advises schools on recording and filing requirements, works with outside agencies and other schools, to ensure compliance with Arizona Department of Education standards and District procedures.
• Assists with the development and manages the District's on-line student record-keeping system. Research and prepares recommendations to the District programmers as to the scope and details of an on-line student record keeping system. Troubleshoots and make continuous recommendations to expand and improve the on-line system.
• Collaborates with the Student Data Manager, Internal Auditor and school office managers to ensure the maintenance of all student records is legally compliant and within FERPA guidelines. Reviews current practices and recommends changes of the maintenance of student records throughout the District. Collaborates with Central Registration to streamline student records process.
• Processes District-wide subpoenas for current and inactive student records including collaborating with District legal counsel, other legal agencies, notifying families of their rights, informing District staff, and researching and collecting all possible data available on said student while making every effort to accommodate the court within crucial timelines.
• Develops and maintains the budget for Student Records. Performs purchase requisitions including researching materials and costs, submitting on-line requisitions, following up on placed orders, resolving problems, and verifying receipt of items. Makes corrections and adjustments necessary for accurate records and information. Coordinates repair and maintenance of equipment.
• Keeps up-to-date on all requirements by reviewing Arizona records manual.
• Other job-related duties as assigned.

Required Qualifications:

To be eligible for this position, an applicant must meet the following required qualifications. Verification of these required qualifications is necessary.

• High School diploma or equivalent (G.E.D.) prior to being hired;
• Two years of school office and student records related experience.
• Obtain and maintain a valid Arizona Identity Verified Prints (IVP) Fingerprint Clearance Card (AZ IVP FPCC).
• Ability to obtain Notary Certification from Arizona Secretary of State
• Must be U.S. citizen
• 18 years of age or older
• Proficient in reading and writing the English language
• Arizona resident
• No felony convictions

Preferred Qualifications:

It is preferred that applicant possesses the following preferred qualifications; however, the following qualifications are not required to be eligible for this position.

• Two years of experience managing confidential records;
• Associate's degree in business or related field;
• Proficiency in English and target language.

Knowledge and Skills Required:

To perform the job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications for this job description are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Skills required, but not limited to, for this position include:

• Utilizing general office practices and procedures;
• Knowing federal laws and state regulations regarding records management;
• Knowing special education programs and staffing patterns;
• Applying presentation techniques;
• Applying customer service skills;
• Maintaining confidentiality of sensitive information;
• Having time management and organizational skills;
• Using computer software related programs;
• Understanding student records requirements;
• Engaging and encouraging communication skills while interacting with supervisors, staff, students, etc. to exchange information.

Physical Requirements:

The physical requirements described here 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 regularly required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand; walk; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

Working Conditions:

The working environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

The Washington Elementary School District is an Equal Employment Opportunity Employer in compliance with Title VI of the Civil Rights Act of 1964, Civil Rights Act Title VII of 1972, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act (ADA) of 1990. Washington Elementary School District does not discriminate on the basis of race, color, religion, national origin, sex, sexual orientation, gender identify or expression, disability or age in employment or in any of its educational programs or in the provisions of benefits and services to students. For information regarding discrimination grievance or complaint procedures contact the Executive Director for Human Resources at 602.347.2801.