Albany Middle School Records Clerk

Job Summary

The Dougherty County School System is seeking a Records Clerk to manage and maintain student records and documentation for Albany Middle School. This role involves organizing, updating, and ensuring the accuracy of student files, enrollment forms, and confidential information. The clerk will assist teachers and administrators in accessing necessary records, coordinate with families to gather required documentation, and comply with state and federal regulations regarding student information.

The Records Clerk plays a vital role in supporting the overall administration and contributing to a positive educational environment.

Position Type

Secretarial/Clerical/Secretary

Date Posted

11/14/2025

Location

Albany Middle School

Minimum Qualifications

• Diploma in Business Office Technology or equivalent
• Three years of clerical experience in a school office or related setting
• Experience working with sensitive information regarding students
• Experience in Microsoft and Google Suites applications
• Such alternatives to the above qualifications as the Superintendent and the Board may find appropriate

Skills And Abilities

• Excellent communication and organizational skills
• Ability to collect, sort, prepare and scan documents, and label them for easy identification
• Monitor records for discrepancies or errors, ensuring data accuracy and compliance with organizational standards
• Ability to ensure that all records are properly updated and maintained in an accurate and confidential manner

Performance Responsibilities Public Interaction

• Greets and interacts professionally with students, staff, parents, and community members using tact, discretion, and sound judgment
• Provides courteous and effective customer service while maintaining confidentiality

Administrative Support

• Provides comprehensive secretarial and clerical support to building administrators and the school office
• Assists with general office operations to ensure a smooth and organized workflow

Communication Management

• Answers and routes telephone calls, takes accurate messages, and ensures timely and appropriate responses
• Maintains clear and professional communication with school and district staff

Student Enrollment and Records Management

• Enrolls and withdraws students, creates cumulative folders, and requests or transfers academic records in accordance with district and state guidelines
• Maintains student discipline records and processes grade reports for the entire school
• Ensures student data is accurate, complete, and compliant with district retention policies

Data Management and Entry

• Accurately inputs and updates student information in the Student Information System (SIS)
• Supports master scheduling by entering and maintaining student schedules, course requests, and teacher assignments
• Reviews data for accuracy, identifies errors, and assists in resolving data discrepancies that affect state reporting and FTE funding
• Supports coding and verification of student data for FTE, attendance, discipline, and other state or federal reports

Attendance Support

• Assists with monitoring daily attendance and preparing attendance reports
• Generates and distributes attendance letters to families in accordance with district procedures
• Provides attendance data for school attendance teams and collaborates with staff to improve student attendance outcomes

Instructional and Office Support

• Assists teachers and staff with generating class lists, grade verification reports, and related data needs
• Supports office operations by performing clerical and data‑related tasks as assigned
• Maintains confidentiality of all student and personnel information

Other Duties

• Performs other duties as assigned by the supervisor to support the efficient operation of the school

Work/Physical Requirements

• Ability to sit, stand, walk, and drive for extended periods
• Must be able to lift and carry materials such as student files or portable equipment (up to 25 pounds)
• Ability to move around school building and administrative office
• Sufficient vision and hearing to communicate effectively, read documents, and work on a computer
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

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