POSITION OVERVIEW:
Manages the administration, preparation and maintenance of student records process in compliance with DOL, Corporate and Center policies.
PRIMARY/MAJOR DUTIES AND RESPONSIBILITIES (ESSENTIAL FUNCTIONS):
- Oversees the OA/CTS department and staff to ensures that the OA/ CTS Records Department is administered within the guidelines of the DOL, Corporate and Center guidelines.
- Ensures compliance with all privacy and confidentiality regulations.
- Ensures outreach and admissions goals are exceeded.
- Promotes positive Job Corps image and awareness in the community.
- Develops referral services.
- Ensures timely placement and retention of graduate and former enrollees in quality placement activities.
- Ensures that the Career Transition Specialists exceed placement goals.
- Monitors case notes to make sure students are receiving services and make sure services are being documented as required. Performs a 100% audit of the MPO30/MPO32 reports and 10% audit monthly of CTS folders to ensure compliance.
- Supports and enforces the data integrity of all information processed through the Records Department. Performs audits in accordance with the Quality Assurance Plan.
- Creates action plans to meet and exceed established department goals.
- Schedules cleared applicants for arrival date and relays information to other staff who needs to act on the information.
- Interfaces with on- as well as off-Center OA and CTS Departments for exchange of required information.
- Incorporates data from counseling, placement, medical and other functions into student personnel records and ensures that such records are kept current.
- Oversees the operation of the Center’s student accountability systems.
- Monitors student employee accountability issues and documentation, morning attendance check and sign in roster to ensure accuracy of accountability documentation.
- Ensures that students’ unauthorized absences are accurate, and that appropriate staff carry out timely follow-up with students unauthorized absences status.
- Maintains pay status on each student, recording active status and deducting leave time. Coordinates with finance department for student pay.
- Audits for compliance for students’ pay, allotments and transition advances and coordinates student financial transactions with the Finance function.
- Helps facilitate Center’s meeting of OMS goals
- Ensures reconciliation of CIS system regularly to ensure accuracy and timeliness.
- Prepares Center’s daily/weekly status reports.
- Audits OMS and JCRL reports.
- Ensure staff members have adequate training to complete key areas of responsibilities. Cross-trains department employees. Ensures that departmental staff completes all DOL, Corporate and Center training as required.
- Develops Others: delegates tasks or responsibilities for the purpose of developing others’ abilities, reassures and encourages performance improvement, provides timely coaching.
SECONDARY DUTIES AND RESPONSIBILITIES:
- Schedules staff meetings at regular intervals, ensures meeting minutes are accurate.
- Develops and implements Standard Operating Procedures (SOPs) for OA/ CTS Records department.
- Participates in CMT, ensures that all staff participate in CMT.
- Provide support to the Career Development Services System (CDSS) department to ensure student job readiness.
- Participates on a SGA committee.
- Ensures equipment assigned to the department is properly accounted for and maintained in good condition. Notifies the Center Director of repairs/costs above routine expenditures.
- Monitors budget for the OA/CTS Records department and maintains spending limits as applicable. Tracks spending of staff each month.
- Periodically audits staff time sheets to ensure compliance with corporate time keeping policy.
- Ensures accuracy and timely submission of all employee timesheets so as to remain in compliance with company policy.
- All other duties as assigned.
Required Skills
REQUIRED EDUCATION AND EXPERIENCE:
- Bachelor’s degree or four years of experience working in the Records field or an equivalent combination of education and experience.
- Valid state driver’s license.
- CPR/First Aid Certified.
- Sound communication skills; to include verbal, non-verbal and written.
- Ability to make sound decisions and utilize good judgment at all times.
- Computer knowledge sufficient for the described duties.
- Proficiency in Microsoft Office applications.
PREFERRED EDUCATION AND EXPERIENCE
- Germane experience preferred.
Required Experience