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Records Specialist

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Position Type: Part-Time
Location: Elgin, IL
Experience Level: Entry-Level
Categories: Office Support
Role: Records Specialist


About ECC:

Elgin Community College serves over 9,000 students at every stage of their educational journeys, including university transfer programs, career and technical education, continuing education classes, and adult basic education. As a community, we pride ourselves on nurturing a welcoming campus where every person—students, staff members, faculty members, and campus visitors—feels valued. The work of each ECC employee is central to the college’s mission, and as an employer, the college fosters a positive environment through professional challenges, excellent benefits, and opportunities for recognition and camaraderie.

Work Schedule:

8am-7pm Monday through Thursday, 8am-4pm Friday up to 25 hours per week

Rate of Pay:

This position is a grade 13 with a minimum hourly rate of $20.84 and a mid-point of $27.79. Salary offer will be commensurate with the education/experience, in alignment with the College’s compensation philosophy, and the current CBA, if applicable.



FLSA Status:


Grant Funded:


Job Summary:

An employee in this classification performs work of moderate difficulty by providing operational guidance for the Registration and Records office while focusing on records processing functions. Work is distinguished by the ability processes all ECC transcripts as well as providing support for the other records functions including the online grading process. General supervision is received by the assigned supervisor.


Required Knowledge, Skills & Abilities:

  1. Bachelor's degree (BA/BS) from four-year college or university or equivalent combination of training and experience.
  2. Good knowledge of higher education structure including accreditations and institution types.
  3. Considerable skills in collaborating effectively with cross-functional teams.
  4. Considerable skills in researching and analyzing information to determine course equivalencies.
  5. Considerable skills in verbal and written communication.
  6. Considerable skill in the use of the Microsoft Office Suite, including but not limited to Word, Excel, Access and Publisher
  7. Considerable skill in organizing work to meet established deadlines while maintaining attention to detail.
  8. Working skills in customer service.
  9. Working skills to support others of all skill levels in the use of technology
  10. Working skill in interpersonal interaction to be applied to a variety of individuals with differing education, ethnic and socio-economic backgrounds.
  11. Working skill in operating a personal computer, applicable software and peripheral equipment as well as learning and adapting to new and updated programs and technology.
  12. Must be available to work a flexible schedule, including evenings and weekends when required by the department’s needs.

Desired Knowledge, Skills & Abilities:


Essential Duties:

    1. Oversee the online grading process. Provide notice to faculty regarding the collection, and processing for mid-term enrollment verification/grades and final grades, as well as all grade changes; generate grade reports to students; generate, distribute and follow up on grade related reports. Advise faculty how to use online grading process through AccessEcc and communicate all changes in policy or procedures. Data entry including, but not limited to, Advanced Placement (AP) and College Level Examination Program (CLEP) scores, SAT score import, articulated high school credit and proficiency credit
    2. Responsible for processing auto completer process. Assist with graduation processing including evaluation, certification, and notification. Assist with commencement activities including but not limited to: organization of regalia, lineup order and walking cards, pre-ceremony line up and announcements, platform party order, organization of ushers and execution of ceremony. Work special events including, but not limited to, new employee orientation, college night, new student orientation and graduation.
    3. Assist students with information in person, phone and computer. Assist students with records questions or help with our website when they call in, by email, live chat, etc. Research, analyze and resolve student issues related to student records. Assist with the ongoing Records module testing, updates, enhancements, data cleanup and issue resolution
    4. Order, process and deliver transcripts using all methods as needed. Scan and retrieve documents related to student records and other records related activities.
    5. Process enrollment verification letters for reasons including but not limited to military recruiting, immigrations and high schools.
    6. Ensure the collection, recording, maintaining and reporting of student records within FERPA guidelines; e.g. grades, registration data, transcripts, applications, midterm verification, updating student history files, and athletic eligibility. Process Solomon amendment requests. Records related projects, as assigned.
    7.  Collaborating with admissions, registration, records, testing, and health profession departments to recommend and implement process improvements. Responsible for coding students admitted to health professions programs.
    8. Serve as back up for transcript specialist and registration, as needed.
    9. Maintains required training, licensure and/or certifications
    10. Maintains confidentiality of privileged information and adheres to applicable privacy laws
    11. Demonstrates sensitivity, understanding and respect of diverse populations within the workplace.
    12. Maintains an understanding of the work of colleagues to effectively provide backup and/or support for co-workers during times when the division is short-staffed or experiencing an increased volume of work.
    13. Adheres to department guidelines for attendance and punctuality



Other Duties:

  1. Ability to work a flexible schedule, which includes days/evenings/weekends as needed by the department.
  1. Perform other job-related duties as assigned which pertain to the job description.

Physical Demands:

Sedentary (up to 10 lbs occasionally, sitting most of the time)

Visual Acuity:

Close visual acuity (e.g. computer, assembly)

Work Environment:

Moderate noise

Environmental Conditions:

Typical office or administrative

Current SSECCA Union Member Information:

The initial posting date for this position is 10/19/2023. Elgin Community College Support Staff of Elgin Community College Association (SSECCA) members that apply by 10/26/2023 and meet the posted minimum qualifications will receive full consideration.

Equal Employment Opportunity Statement:

Elgin Community College does not discriminate, or tolerate discrimination, against any member of its community on the basis of race, color, national origin, ancestry, sex/gender/gender identity, age, religion, disability, pregnancy, veteran status, marital status, sexual orientation, or any other status protected by applicable federal, state or local law in matters of admissions, employment, or in any aspect of the educational programs or activities it offers.

In addition, Elgin Community College provides reasonable accommodations to qualified individuals with disabilities to ensure equal access and equal opportunities with regard to employment practices, educational opportunities, and programs and services. If you need a reasonable accommodation for any part of the application and hiring process, please notify the College’s EEO/AA Officer. Determinations on request for a reasonable accommodation will be made on a case-by-case basis.


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