Property and Student Records Clerk

TITLE: PROPERTY & STUDENT RECORDS CLERK

QUALIFICATIONS:

1. High school diploma or equivalent.

2. Two (2) years of experience and/or training to include data entry, inventory control, and/or records keeping.

3. Valid Florida driver’s license 

4. Such alternatives to the above qualifications as the Board may find appropriate and acceptable.

REPORTS TO: Chief Financial Officer and Administrator of Finance

PERFORMANCE RESPONSIBILITIES:

1. Responsibilities of the Property & Student Records Clerk will be specialized in the area of maintaining District records to include inventory and student records.
2. The Property & Student Records Clerk will perform work in their specialized area on a district wide level as follows:
   1. Barcodes and records all property over $1,000 into the property records using industry-standard computer applications system. 
   2. Assist the Financial Accounting Department staff in maintaining the records of the District’s tangible personal property by accurately collecting and recording inventory data.
   3. Coordinates the proper tagging of equipment and assists schools and departments with transfers and/or identification of surplus equipment. 
   4. Prepares and maintains a general ledger for all fixed assets and reconciles monthly.
   5. Assist with preparation of District financial reports and aiding the warehouse personnel as to property records items.
   6. Travel throughout the District and perform the physical inventory of all tangible personal property annually.
   7. Work with administrators, teachers, and other staff to resolve concerns and prepare reports related to tangible personal property inventory.
   8. Secure proper documentation to assist the Financial Accounting Department staff in preparing tangible personal property reports needed to transfer tangible personal property or to obtain Board approval for tangible personal property write-off.
   9. Adhere to safety guidelines/regulations procedures. 
   10. Manage an efficient and effective system for fulfilling incoming and outgoing student record requests while ensuring compliance with all governmental regulations.
   11. Sorts, labels, and prepares records for scanning or other record retention methods.
   12. Oversee storage, backup, maintenance, reproduction, protection, and disposition of records.
   13. Reviews work processes and procedures frequently to maintain an efficient work environment.
   14. Clear and concise oral and written communication skills.
   15. Responsible for maintaining operations of special equipment needed in the performance of his/her job.
3. Knowledge of HIPAA, Public Records, Sunshine Law, FERPA, and other laws/regulations related to student and employee privacy, public information, and records retention.
4. Property & Student Records Clerk will perform additional tasks, as the need arises, when directed by their administrators.
5. All other such job-related duties as shall be assigned by the Chief Financial Officer or Administrator. 
6. Assumes responsibility to report for evacuation shelter support in the event of an emergency and any other duties assigned during an emergency evacuation.

PHYSICAL REQUIREMENTS: Heavy Work: Position requires exerting up to 100 pounds of force occasionally and/or up to 50 pounds of force frequently and/or up to 20 pounds of force as needed to move objects.

TERMS OF EMPLOYMENT: Twelve months. Salary and work year to be established by the Board.

EVALUATION: Performance of this job will be evaluated by immediate administrator.

REVISED: 10/11/11

REVISED: 3/27/18

REVISED: 7/27/22