Student Records Assistant

BASIC FUNCTION

Under the direction of an assigned supervisor, perform a variety of clerical duties involved in the collection, review, manipulation and reporting of student information and other required data; utilize a computer to input data, create queries and produce a variety of mandated and requested computerized records and reports.

REPRESENTATIVE DUTIES

ESSENTIAL DUTIES:

Perform a variety of clerical duties involved in the collection, review, manipulation and reporting of student information including attendance, academics, testing, discipline, health records and other required data; file, maintain and update student records and cumulative folders Utilize a computer and assigned software to input data, create queries, and produce a variety of mandated and requested computerized lists, records and reports; update information and maintain a variety of automated records and files; assure accountability for a variety of assigned information; verify and assure accuracy and integrity of computerized data and reports Research, compile and verify a variety of data and information; merge a variety of data and computerized documents as needed; compute statistical information for various federal, State and District reports as necessary; purge and clean files as directed Serve as a resource to District staff and outside school districts concerning student records and files; respond to inquiries and provide information concerning related practices, applications, requirements, standards and procedures; provide copies of students records and information including unofficial/official copies of transcripts, schedules, report cards and other data according to established procedures Maintain appropriate and accurate documentation for compliance with Individual Education Program (IEP) laws as assigned by the position; update and maintain data in designated special education information system and other programs; assure proper coding for MediCal billing; utilize data to assist in establishing and preparing class lists, program calendars, information booklets, master lists/logs and other related materials; audit information received from school sites for special education funding purposes; add incoming student referrals into the system; tag student's disabilities, handicapping condition or grade as needed Perform a variety of administrative support duties in support of assigned office; receive telephone calls, greet visitors and provide information and assistance to students, parents, staff and the public; assist students and parents in completing forms; issue admit slips as needed Prepare reports for distribution; submit reports to appropriate agency or personnel according to established time lines Coordinate the student scheduling process to meet the needs of students, staff and parents as assigned by the position; assist an administrator with building the Master Schedule and making various adjustments to teacher assignments and room assignments Prepare and distribute materials for teachers as assigned by the position; create and distribute weekly attendance reports; create and distribute progress reports and report cards Operate a variety of office equipment including a calculator, copier, fax machine, computer and assigned software

OTHER DUTIES

Perform related duties as assigned

KNOWLEDGE OF

Principles, methods and procedures of operating computers and peripheral equipment Data control procedures and data entry operations Principles and practices of data collection and processing Record-keeping and report preparation techniques Policies and objectives of assigned programs and activities Methods of collecting and organizing data and information Scheduling requirements for mandated reports Technical aspects of field of specialty Modern office practices, procedures and equipment Correct English usage, grammar, spelling, punctuation and vocabulary Interpersonal skills using tact, patience and courtesy Oral and written communication skills Basic math

ABILITY TO

Perform a variety of duties involved in the collection, review, manipulation and reporting of student information Utilize a computer to input data, create queries and produce a variety of mandated and requested computerized records and reports Operate computers and peripheral equipment properly and efficiently Review and verify input and output data to assure accuracy and efficiency Assemble and prepare data for records and reports Compile data in a timely and efficient manner and prepare reports Establish and maintain files and records Keyboard or input data at an acceptable rate of speed Establish and maintain cooperative and effective working relationships with others Meet schedules and time lines Work independently with little direction Communicate effectively both orally and in writing Determine appropriate action within clearly defined guidelines Add, subtract, multiply and divide with speed and accuracy

EDUCATION AND EXPERIENCE

Any combination equivalent to: graduation from high school and two years clerical or secretarial experience including some increasingly responsible experience in record-keeping or maintaining student records

LICENSES AND OTHER REQUIREMENTS

Some incumbents in this classification may be required to speak, read and write in a designated second language.

ENVIRONMENT

Office environment

PHYSICAL DEMANDS

Dexterity of hands and fingers to operate a computer keyboard Seeing to view a computer monitor and read a variety of materials Hearing and speaking to exchange information Sitting or standing for extended periods of time Bending at the waist or kneeling to file and retrieve materials

EXAMINATION INFORMATION

The first step in the examination process is the application screening and whether or not the candidate meets the minimum qualifications listed. The testing process may consist of a written exam; an oral exam; a performance exam; a structured interview (SI); a qualification appraisal interview (QAI); an evaluation of training & experience/education (T&E) and/or any combination thereof. ONLY the No Child Left Behind (NCLB) test requires and is mandated to have a passing score of 70 on each of the three parts of the test. All other tests will have a passing score set between 50 and 99 depending of a variety of factors affecting that specific recruitment. All candidates must pass the first examination process to be invited to the next step/test in the process. As the testing process consists of a minimum of two examination processes; the weight of each those processes may be determined at any step in the processes. Qualified candidates will be notified of the date, time, and place of the examination(s)/test(s). Candidates will be notified of the minimum pass points/test score for each examination and/or test in the examination process.

OTHER:

Proof of identification for completion of Form I-9, Employment Eligibility Verification, must be submitted at the time of processing for employment.

SALARIES

All salaries as stated are based on present information and are subject to change. Appointments are made at the minimum salary shown in the posting and increases are granted at intervals based on anniversary date. Notification of Non-Discrimination Policy The Berkeley Unified School District is committed to fostering a positive working environment for its employees. Accordingly, BUSD practices shall be free from discrimination, harassment, intimidation and bullying of any employee based on an employee's actual race, color, ancestry, national origin, ethnic group identification, age, religion, marital status, physical or mental disability, sex, sexual orientation, gender, gender identity, or gender expression; the perception of one or more of such characteristics; or association with a person or group with one or more of these actual or perceived characteristics. The Board also prohibits retaliation against any district employee or job applicant who complains, testi?es or in any way participates in the district's complaint procedures instituted pursuant to this policy. The following employee has been designated to handle questions and complaints of alleged discrimination regarding Board Policy 4030: Compliance Officer and Title IX Coordinator 2020 Bonar Street, Room 116 Berkeley, CA 94702

Phone:

510-486-9338

Email:

nondiscrimination@berkeley.net

Closing Date/Time:

Tue, 02 Jun 2026 ABOUT

THE COMPANY

Berkeley Unified School District 5106448975 About the District Since the founding of the University of California, Berkeley in 1868 and the establishment of Berkeley's first high school in 1879, Berkeley's community has been proud to be a leader in public education. In 1968, the Berkeley Unified School District was the nation's first school district to desegregate without a court order. What you should know about our

District:

Students are our priority. We take pride in our diversity. We hold high expectations for ourselves and our students. We treat each other with respect and act with integrity. Berkeley Unified is responsible for educating more than 9,400 individual students in 11 public elementary schools, 3 middle schools, one comprehensive high school, and an alternative high school. In addition, the district has 3 preschool facilities and an Adult School serving several thousand students each year. With a tradition of excellence rooted in a vibrant community, Berkeley Unified alumni have become national and international leaders in business, civic society, politics, academia, sports and the arts. Students and staff in Berkeley Unified come from a wide variety of ethnic and socioeconomic backgrounds, surrounded by one of the most intellectually and culturally rich regions in the United States. The Mission, Vision, Values, and Goals of Berkeley Unified are encapsulated in the four

E's:

Excellence Equity Engagement Enrichment Excellence in Learning, in Teaching, and in Service to our Students and Families Equity in Access, in Resource Allocation, and Educational Outcomes Engagement with Parents, Guardians, Families, and Community Enrichment in Curriculum with Music & the Arts, Libraries, Gardens & Nutrition, Science & Health, Physical Education & Sports Parent and Community Involvement The Vision for BUSD is one in which parents, family, and community are an integral part of each school. When parents and families get personally involved in education, their children do better in school and grow up to be more successful in life. This is why Berkeley has dedicated resources and specialized staff to support the home-school partnership and to give all parents/guardians access to understanding opportunities and services available for their children. Public Support Over the past 25 years, the Berkeley Unified School District's ability to provide well-rounded educational resources and opportunities to all students has been significantly boosted by the generous financial support of local taxes that augment the General Fund for specific purposes. Berkeley voters have overwhelmingly supported the Berkeley Schools Excellence Program (BSEP) , a special local tax first adopted in 1986 and renewed consistently since then, most recently as Measure A in 2006. (1986 to present) Berkeley voters are as committed to the safety and modernization of school and district facilities as to the students and educational programs they house, most recently evidenced in the renewal of a maintenance special tax and a new facilities bond in 2010. Facilities Bonds (1992, Measure BB of 2002, Measure I of 2010) Maintenance Parcel Tax (Measure H of 2010) Very Low Class Size Berkeley Public schools have among the lowest class sizes in the state. While many school districts have exceeded 20 students in kindergarten through third grade, thanks to the BSEP tax measure Berkeley has maintained 20:1 since 1984. Grades 4 and 5 classrooms have average student-teacher ratios of 26-1, again much lower than the state average. All Berkeley elementary schools have fewer students than the state average of 525 students — in fact, the Berkeley average is 375. The average student-teacher ratio in academic classrooms in middle school is less than 28:1, and many math classes are 20:1. The average student-teacher ratio in academic classrooms in high schools is 28:1. Because the Berkeley community recognizes that public education is the cornerstone of a productive, creative, and healthy society, all of our schools benefit from the generosity of monetary and in-kind donations. Visit our "Public Support" page to find out more about the generosity and commitment of our supporters and how the many different funding and volunteer organizations enhance each child's education in the Berkeley Public Schools.