Transcript Data Entry Clerk (Part-Time/Hourly)

Department: Student Services: Counseling and Advisement Services

Reports To: Director of Counseling & Advisement

Position Type: Part-Time (Classified Staff)

This is a part-time non-benefited position that is paid at $20/hour.

Position Summary

The Transcript Data Entry Clerk is responsible for accurately processing, evaluating, and entering incoming and historical high school transcripts into the student information system (SIS). This detail-oriented role ensures that transfer credits, grades, and course histories match graduation requirements and remain completely confidential under the Family Educational Rights and Privacy Act (FERPA).

Key Responsibilities

• Transcript Entry: Accurately input course titles, grades, semester credits, and test scores from incoming transfer transcripts or hard-copy archives into the digital database.
• Credit Evaluation: Compare incoming coursework against district and state graduation standards under the guidance and collaboration of school counselors.
• Record Maintenance: Organize, update, and maintain both digital and physical student cumulative folders and records logs.
• Discrepancy Reporting: Flag missing grades, unverified credits, or course conflicts and report them immediately to the registrar or guidance counselors.
• Transcript Requests: Process outgoing transcript requests for graduating seniors and alumni via digital platforms (e.g., Parchment) or mail.
• Privacy Compliance: Maintain strict confidentiality regarding all student records and data in alignment with FERPA guidelines.

Qualifications

• Education: High school diploma required; college coursework or an associate''s degree is a plus.
• Experience: Minimum 1 to 3 years of general office, data entry, or school secretarial experience, preferably involving student records.
• Technical Skills: Proficiency with computers, office equipment, and student information systems (such as PowerSchool, Infinite Campus, or similar databases).
• Core Competencies: Exceptional typing speed and numeric data-entry accuracy, strong organizational habits, and the ability to work independently while managing frequent interruptions.