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File Clerk

The purpose of the File Clerk position is to maintain the integrity and safety of student files.

  • Maintain safety and integrity of student files in any media
  • Research, analyze and resolve student issues as they relate to student files and paperwork.
  • Provide verification of student enrollment, deferment requests, full-time verification letters, childcare letters, etc.
  • Monitor and verify submission and recordkeeping of final grade and attendance records.
  • Process student account changes.
  • Perform accuracy check on new start files.
  • Prepare graduation packets and process transcript requests.
  • Other duties and special projects as assigned.

Associate's or at least two years related experience and/or training with one year of general office/administrative experience; or equivalent combination of education and experience.

Ability to read and comprehend simple instructions, short correspondence, and memos.  Ability to write simple correspondence.  Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Incumbent must be able to use the following equipment and software packages with proficiency:

Microsoft Office Suite – Intermediate skills
Grad Pro

Detail Orientation - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance.

Verbal Communications - Speaks clearly & persuasively; Listens well; responds appropriately; Demonstrates presentation skills.

Assertive – Maintains confidence and high energy level when dealing with challenges.

Analytical Skills - Collects & researches data; uses intuition & experience to complement data
Initiative - Self-starting; Creative; Motivated; Searches for new, improved methods and procedures. Requests additional responsibility.

Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations.

Multi-tasking - Meets productivity standards; Completes work in timely manner; Strives to increase productivity.
Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.

Customer Service - Responds promptly to student needs; Responds to requests for service and assistance; Meets commitments.

Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.

Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.

Adaptability - Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.

Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

Judgment - Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.

Ethics - Treats people with respect; Works with integrity and ethically; Upholds organizational values.



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