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Position Classification Description

Position Class Code / Title: G1002 / Student Records Clerk
Recruitment Tier: Tier 1
FLSA: Non-Exempt
Grade: 06

This is a description of a Staff Position Classification. It is not an announcement of a position opening. To view descriptions of current openings, please go to UNMJobs and Search Postings to view positions that are currently accepting applications.

The following statements are intended to describe, in broad terms, the general functions and responsibility levels characteristic of positions assigned to this classification. They should not be viewed as an exhaustive list of the specific duties and prerequisites applicable to individual positions that have been so classified.


Performs data entry, 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.

Duties and Responsibilities

  1. Processes requests for transcripts, student grade records, course descriptions, and other information in accordance with privacy laws and university policies.
  2. Orders transcripts through mainframe computer; 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. Processes name changes and updates other academic and demographic information in files and on computer.
  6. Provides transcripts, enrollment verification, and degree certifications by mail, FAX, or telephone, according to prescribed procedures; advises students concerning their records.
  7. Maintains files in proper order; pulls records for processing and refiles.
  8. Maintains logs of records release transactions initiated by other departments.
  9. May process cash receipts and cash-related transactions, such as money lists for deposits.
  10. Performs miscellaneous job-related duties as assigned.

Minimum Job Requirements

  • High school diploma or GED; at least 1 year of experience directly related to the duties and responsibilities specified.
  • Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis.

Knowledge, Skills and Abilities Required

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

Distinguishing Characteristics

    Position requires: a) Providing routine advice and guidance to staff, students and members of the general public regarding the registration process; b) handling registration information requests either in person, over the phone, or through the mail; c) processing requests for transcripts, student grade records, and other information; and d) providing grade reports, enrollment verification and degree certifications.

Conditions of Employment

  • This position is represented by a labor union and is subject to the terms and conditions of the CWA Collective Bargaining Agreement.

Working Conditions and Physical Effort

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

The University of New Mexico provides all training required by OSHA to ensure employee safety.

Revised Date: 03/20/2017