Records Officer (63492)

Are you highly organized, detail-oriented, and someone who enjoys making sure everything is accurate, complete, and where it needs to be?

Glenmont Job Corps Center is looking for a dependable professional to join our Student Records team!

Student Records plays an important behind-the-scenes role in every student's Job Corps journey. From enrollment and attendance to student pay, leave, travel, schedules, and graduation or separation, our Records team helps make sure important student information is accurate, confidential, and processed on time.

Think of this position as a combination of records specialist, administrative professional, student support resource, and backup team leader.

Simply put:

You'll maintain and review student information, prepare reports, answer student questions, work with other departments, and ensure required documentation is completed correctly.

Accuracy matters because the information maintained by Student Records affects many areas of a student's experience.

You'll help maintain student records from enrollment through completion or separation from the program.

This includes:

• Reviewing records for accuracy and completeness

• Updating student information

• Maintaining student schedules and documentation

• Reviewing records for students leaving the program

• Identifying missing or incorrect information

• Making sure required documents are properly completed

• Helping prepare student records for different stages of the Job Corps program

You'll be someone the Center can depend on to ask:

"Is this information complete, accurate, and properly documented?"

You'll work with Job Corps recordkeeping and database systems to make sure student information is entered and maintained correctly.

You'll help track information related to areas such as:

📅 Enrollment

📝 Student records and schedules

💵 Student pay and allotments

🏖️ Leave

✈️ Travel

📊 Required daily and weekly reports

🎓 Program completion or separation

You'll also help ensure required reports are prepared and submitted accurately and on time.

Although much of this position involves records and data, you'll also work directly with students.

Students may come to you with questions about:

• Their pay or allowances

• Leave

• Travel

• Records

• Program information

• Other Student Records processes

Your role will be to help students understand what they need to do, answer questions when possible, and connect them with the appropriate person when additional assistance is needed.

That means we're looking for someone who can be organized and detail-oriented while also being patient, approachable, and professional.

Student Records handles a significant amount of sensitive information.

You'll be trusted with confidential information involving students, employees, Center operations, financial information, program information, and other protected records.

Maintaining confidentiality, professionalism, accuracy, and integrity is an essential part of this position.

Before certain student records are finalized, you'll help carefully review them to make sure everything is correct.

You'll:

✔ Check documentation for accuracy

✔ Verify required information is present

✔ Identify missing or inconsistent information

✔ Correct or help resolve recordkeeping issues

✔ Ensure records meet Job Corps requirements

✔ Help prepare documentation for audits and required reporting

If you're the type of person who notices when a date doesn't match, a document is missing, or something doesn't quite add up, that attention to detail can be a major strength in this role.

This position also has an important leadership component.

You'll help train Records Clerks and other employees on proper recordkeeping procedures, documentation requirements, and Job Corps systems.

This may include:

• Helping staff prioritize daily responsibilities

• Answering procedural questions

• Providing guidance to Records staff

• Making sure important deadlines are met

• Helping maintain accurate and consistent work throughout the department

This makes the position a great opportunity for someone who enjoys administrative work but also wants to continue developing leadership and training experience.

Student Records connects with nearly every area of Job Corps.

You'll work with departments throughout the Center to make sure student information is accurate and services run smoothly.

Strong communication is important because sometimes you'll need to identify missing information, explain what's needed, resolve a discrepancy, or follow up with another department.

You may be a great fit if you:

✔ Are highly organized

✔ Have strong attention to detail

✔ Enjoy administrative or records-related work

✔ Are comfortable working with databases and computer systems

✔ Can manage multiple deadlines and priorities

✔ Take confidentiality seriously

✔ Enjoy reviewing information for accuracy

✔ Communicate clearly and professionally

✔ Are comfortable working directly with young adults

✔ Can provide friendly and professional customer service

✔ Are willing to ask questions when something doesn't look right

✔ Can follow detailed policies and procedures

✔ Enjoy helping train or guide coworkers

✔ Can work independently while also being part of a team

Experience in records management, administrative support, education, student services, data entry, compliance, office management, or similar work could translate well into this position.

Student Records may happen behind the scenes, but the department has a major impact on the student experience.

Accurate records help ensure students receive the correct pay, leave, travel arrangements, schedules, services, and documentation throughout their time at Job Corps.

Your attention to detail helps keep the Center organized, compliant, and running smoothly.

Most importantly, it helps make sure our students receive the services and support they're supposed to receive.

If you're dependable, detail-oriented, comfortable working with confidential information, and enjoy being the person who keeps important information organized, this could be a great opportunity for you.

Join Glenmont Job Corps Center and use your organizational skills to help keep our students—and our Center—moving forward.

High School Diploma or equivalent required. Degree or certification from an accredited or relevant certified training program or school preferred. Supervisory experience in records keeping, administrative support and electronic records preferred. Computer literacy and proficiency in spreadsheet and word processing applications required.

“Adams and Associates, Inc. abides by the requirements of 41 CFR §§ 60-1.4(a), 60-300.5(a) and 60-741.5(a). These regulations prohibits discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based on their race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, national origin, protected veteran status or disability.” This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.