Job Description

The Role: Records Specialist

Are you detail-oriented, organized, and passionate about supporting students on their educational journey?  We’re seeking a dedicated Records Specialist to join our team at Indian River State College Massey Campus (Fort Pierce).  As a Records Specialist, you’ll be crucial in maintaining accurate student records and ensuring a smooth admissions process.  This role ensures that all documentation is managed effectively, supporting the institution’s commitment to accessibility and organization. 

Join us in making a difference!  Apply today!

About Us

Indian River State College is a leading public institution located on Florida’s Treasure Coast, serving students across multiple campuses in four counties. We are dedicated to academic excellence, innovation, and community engagement, offering associate and bachelor’s degrees, workforce training, and continuing education programs.

At The River, we believe every student’s and employee’s story matters. We value the different perspectives, experiences, and talents that come together on our campuses, creating a learning environment and workplace that’s supportive, inclusive, and inspiring. With flexible options online, on campus, and hybrid, we design learning experiences that meet students where they are and prepare them for real-world success. Programs like the Promise Program open doors by providing eligible students with tuition-free access, ensuring every learner has the opportunity to thrive.

Why Join the River

When you join Indian River State College, you become part of a forward-thinking and supportive community where your work truly matters. Your role is more than a job; it’s an opportunity to shape the future, uplift students, and be part of a mission-driven college that is changing lives every day.

What We Offer
At Indian River State College, we value the well-being and professional growth of our employees. Our comprehensive benefits package includes:

·         Health & Wellness: Medical, dental, vision, flexible spending accounts, life insurance, supplemental plans, and access to our Employee Assistance Program (EAP).

·         Affordable Coverage: PPO/HMO options starting at just $50/month for individual coverage and $180/month for family coverage.

·         Retirement Security: Participation in the Florida Retirement System (FRS), plus tax-deferred annuities and Roth 403(b) options.

·         Time for You: Generous paid vacation, personal, and sick leave to support work-life balance.

·         Perks & Discounts: Reduced rates on services and tickets to local attractions.

·         Growth & Development: Professional development programs, leadership training, and opportunities to advance your career.

JOB SUMMARY:

Under direct supervision, this position processes documents and maintains records for students.  Duties include: assisting students with the admissions process; entering and imaging/uploading documents; processing transcript or educational records requests; assisting with athletic eligibility submissions; processing subpoena responses; researching archived files; maintaining FERPA compliance; and providing exceptional customer service to both internal and external customers.

SPECIFIC DUTIES AND RESPONSIBILITIES:

• Assists the Student Success Division in support of all services provided to students; assists students with application and residency documentation, waiver requests, and transcript and records requests; refers students to appropriate institutional and community resources as needed; provides support to students in the planning and achievement of educational and career goals; and promotes student awareness of educational resources.
• Processes documents; uploads and indexes forms, documents and other types of records; and retrieves as needed.
• Converts paper and microfiche records into an electronic format and indexes them to student records.
• Enters data into the student information system.
• Processes incoming and outgoing transcripts, military transcript requests, enrollment verifications, athletic eligibility submissions, and state/federal court subpoenas.
• Assists faculty with attendance confirmations and grade entry.
• Works a variety of reports to maintain accurate student records.
• Researches archived student records.
• Promotes and maintains compliance with FERPA.
• Handles walk-ins, telephone, and email inquiries.
• Completes all other duties and responsibilities as assigned.

QUALIFICATIONS, KNOWLEDGE AND SKILL REQUIREMENTS:

• Associate’s Degree from an accredited institution; one (1) year of related clerical work experience; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
• Knowledge of office practices and equipment.
• Skill in typing, word processing, data entry, and auditing.
• Skill in organizing, prioritizing, and time management.
• Skill in delivering excellent customer service.
• Exceptional written and verbal communication skills.
• Skill in working with Microsoft Office and Windows-based applications.
• Ability to be accurate and pay attention to details.
• Ability to multi-task, work independently, and be flexible.
• Knowledge of a Student Information System is preferred.
• Knowledge of Florida residency law and FERPA law is preferred.
• Knowledge of student admissions, records, and optical imaging systems is preferred.

PHYSICAL DEMANDS:

This position classifies the physical exertion requirements as sedentary work involving lifting no more than 10 pounds at a time and occasionally lifting or carrying articles like docket files, ledgers, and small tools. Although a sedentary job is defined as one which involves sitting, a certain amount of walking and standing is often necessary in carrying out job duties. Jobs are sedentary if walking and standing are required occasionally, and other sedentary criteria are met.

ADDITIONAL EXPECTATIONS:

Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently. Additionally, all employees of the College are expected to maintain professional standards of communication, able to learn and apply new technology, and abide by all policies and procedures. Continued employment remains on an “at-will” basis.

Classification

Staff

Supervisory

No

FLSA Exempt

No

Employment Type

Temporary With Benefits (Fixed Term)

Compensation and Application Deadline

Pay range starts at: $17.36/hour | All salary calculations start at the minimum salary and will be based on candidate's education and experience| Open until filled.