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Position Classification Description

Position Class Code / Title: G4002 / Sr Student Records Clerk
Recruitment Tier: Tier 1
FLSA: Non-Exempt
Grade: 07

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.


Researches and resolves complex student registration or records issues; handles registration exceptions, responds to non-routine requests, and coordinates special projects or functions.

Duties and Responsibilities

  1. Responds to inquiries by telephone or letter regarding academic standing, transcript problems, and unclear or irregular transcript requests.
  2. Provides transcripts, enrollment verification, and degree certifications by mail, FAX, or telephone, according to prescribed procedures; advises students concerning their records.
  3. Handles exceptions to normal registration process; assists students with special needs in the registration process; advises and/or refers students as indicated.
  4. Maintains student record databases; monitors student progress toward degrees, promotions, dismissals and graduation; prepares reports.
  5. Processes requests for transcripts, student grade records, course descriptions, and other information in accordance with privacy laws and university policies.
  6. Orders transcripts through mainframe computer; checks transcripts to verify accuracy; validates and distributes transcripts according to requests.
  7. Maintains files in proper order; pulls records for processing and refiles.
  8. May coordinate special functions such as student clerkships or automated telephone registration systems and provide other administrative and secretarial support.
  9. May lead, guide, and train staff/student employees, interns, and/or volunteers performing related work; may participate in the recruitment of volunteers, as appropriate to the area of operation.
  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

  • Records maintenance skills.
  • Ability to complete routine paperwork.
  • Skill in the use of personal computers and related software applications.
  • Ability to process computer data and to format and generate reports.
  • Knowledge of the rules, regulations, and laws regarding student records.
  • Knowledge of customer service standards and procedures.
  • Ability to analyze and solve problems.
  • Patient assessment and referral skills.
  • 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.
  • Knowledge of computerized student information systems.
  • Ability to follow routine verbal or written instructions.
  • Ability to work effectively with diverse populations.
  • Ability to evaluate student transcripts and/or records.

Distinguishing Characteristics

    Position requires: a) Researching and resolving complex student registration issues; b) handling registration exceptions and non-routine requests, and assisting/advising students with special needs in the registration process; c) monitoring student progress regarding degrees, dismissals and graduation; d) coordinating special functions within the registration office; and e) functionally leading other staff/students performing related work.

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