Student Records Assistant (Job Announcement) Kentucky State

Student Records Assistant–KENTUCKY STATE UNIVERSITY (Frankfort, Kentucky)

Performs data entry, maintains student records, verifies information, and handles routine requests for student records, transcripts, and related information. Provides routine advice and guidance to staff, students and members of the general public regarding the registration process. Resolves routine customer service problems.


  1. Processes requests for transcripts, student grade records, course descriptions, and other information in accordance with privacy laws and university policies.
  2. Processes transcripts; checks transcripts to verify accuracy; validates and distributes transcripts according to requests.
  3. Greets visitors in person or on the phone, providing customer service with advice and guidance regarding the registration process; may refer customers to appropriate department or university site.
  4. Responds to inquiries by telephone or letter regarding academic standing, transcript problems, and unclear or irregular transcript requests.
  5. Provides transcripts, enrollment verification, and degree certifications by mail, FAX, or telephone, according to prescribed procedures; advises students concerning their records.
  6. Maintains files in proper order and maintained according to established record retention requirements; pulls records for processing and refiles.
  7. Maintains logs of records release transactions initiated by other departments.
  8. Assists in accurate preparation of reports requested by various sources, including CPE.
  9. Serves as back-up for Veteran Affairs Specialist.
  10. Performs miscellaneous job-related duties as assigned.


High school diploma or GED; at least 1 year of experience that is directly related to the duties and responsibilities specified.


  • Ability to sort, check, count, and verify numbers.
  • Ability to complete routine paperwork.
  • Ability to follow routine verbal or written instructions.
  • Knowledge of the rules, regulations, and laws regarding student records.
  • Knowledge of customer service standards and procedures.
  • Records maintenance skills.
  • Ability to work effectively with diverse populations.
  • Ability to communicate with and provide routine assistance to customers.
  • Ability to maintain confidentiality of records and information.
  • Skill in the use of personal computers and related software applications.
  • Clerical, word processing, and/or office skills.
  • Skill in the use of operating basic office equipment.
  • Ability to evaluate student transcripts and/or records.


  • Work is normally performed in a typical interior/office work environment.
  • No or very limited physical effort required.
  • No or very limited exposure to physical risk.