Human Resources

Recording Clerk (GCC)

DISTINGUISHING FEATURES OF THE CLASS:  This is important clerical work of a specialized nature involving responsibility for receiving and processing a variety of documents entered into permanent records in the Records Office of Genesee Community College.  Work is performed under general supervision in accordance with office policies and procedures requiring a high degree of accuracy and thoroughness.  Difficult, technical or policy problems may be referred to a superior for decision or review of judgment where recommendations are initiated.  A substantial amount of the work is performed while using a CRT.  Some supervision over work-study students may be performed.  Does related work, as required.

Maintains current and former student transcript computer files by posting grade changes, transfer credits, advance placement credits, repeat grades and degree information;
Update students' computer files with any name and/or address changes and Social Security Number corrections;
Print paper copies of the corrected documents, and maintain paper files;
Generates computer reports by extracting and sorting the computer files maintained by the Records Office;
Participates in the registration process by enrolling students into courses and processing changes in their schedules;
Provides guidance and direction, both in person and by mail, to students, staff members, and the general public in matters regarding course and registration information, making advisor appointments and transcript requests;
Contacts students by phone, to request tuition payments and to notify of cancelled courses.

The above examples of duties are intended only as illustrations of the various types of work performed.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES AND/OR PERSONAL CHARACTERISTICS:  Good knowledge of office practices and procedures; good knowledge of the theory and practice of operating a CRT for data entry, extraction and sorting; ability to enter information accurately into a computer using a CRT at an acceptable rate of speed; ability to understand and follow oral and written directions; high degree of accuracy, dependability, good judgment and physical condition commensurate with the demands of the job.

MINIMUM QUALIFICATIONS:  Graduation from high school or possession of an appropriate equivalency diploma AND EITHER:

  1. Two years of full-time, paid experience in a clerical position which involved the operation of electronic data processing and related equipment;
  2. An equivalent combination of training experience indicating the ability to perform the duties of the job.