Student Records Representative

Role Responsibilities

Student Records and Operations collects enrollment data for all Alberta students as well as achievement data for high school (grades 10 to 12) students. The system produces and distributes high school transcripts and diplomas, provides help desk services for student records related issues to students, schools, school authorities, parents and the public. Information in (Provincial Approach to Student Information) PASI as the source of truth, is being used to determine funding, monitoring and audit educational services.

This position collects, processes, and maintains student demographic data, enrollments, grant codes, school marks, diploma exam school marks and diploma examination registration from schools and school authorities throughout province as well as out of province. Liaise and problem solve with public, schools, authorities to provide information regarding high school completion. Facilitate Education Verifications for employment and higher education globally. This position also processes the assignment and maintenance of the Alberta Student Number (ASN).

Responsibilities include:

1. As the first point of contact, the incumbent exercises judgment and do research to provide the most appropriate procedure or course of action to follow during email and phone inquiries from various stakeholders using applicable legislation, policies, procedures, regulations, and precedents such as: The School Act; Education Act; Guide to Education; PASI Operation Guide, and PASI Community Site.
2. The incumbent must have a broad knowledge of any PASI enhancements and data fixes done to be able to support school and school authorities on school enrollments, courses and marks, student documents and appropriate codes.
3. The incumbent must have a technical knowhow of the different emerging technology trends on acceptable browsers, device, and software to be able to provide support to external stakeholders.
4. Student Record representatives steward all Alberta students enrollment data and achievement data for high school (Grades 10 to 12) students using the PASI System. Produce and coordinate high school transcripts and diplomas documents to be used for gainful employment and higher learning. Support Albertans and stakeholders regarding student educational record-related inquiries through myPass and PASIprep.

Please click on this link to view the job description for this position.

APS Competencies

Competencies are behaviors that are essential to reach our goals in serving Albertans. We encourage you to have an in depth understanding of the competencies that are required for this opportunity and to be prepared to demonstrate them during the recruitment process.

This link will assist you with understanding competencies:https://www.alberta.ca/system/files/custom_downloaded_images/psc-alberta-public-service-competency-model.pdf.

• Creative Problem Solving - Works in open teams to share ideas and process issues.
• Systems Thinking - Takes a long-term view towards organization’s objectives and how to achieve them.
• Build Collaborative Environments - Collaborates across functional areas and proactively addresses conflict.
• Agility - Identifies and manages required change and the associated risks.
• Develop Self and Others - Plans according to career goals and regular development.

Qualifications

High school diploma and three years of related experience.

Equivalency: Directly related experience or education considered on the basis of: one year of experience for one year of education or one year of education for one year of experience.

Knowledge and/or experience of the following are considered assets for this position:

• Experienced in providing in depth knowledge of student information management to external and internal stakeholders with accountabilities to the branch.
• Experienced with the development, implementation and operations, practices, process, and controls of system quality assurance.
• Experienced with Microsoft Office suite and information management.
• Experienced with privacy or disclosure related activities would be an asset.
• Experienced in following legislation, regulations, policies, standards, and guidelines.
• Experienced in FOIP and PIPA best practices.
• Experience with records retention management policy and best practices
• Experienced in several modes of communication including verbal and written response.
• Experienced in applying application systems, problem management practices, process, and procedures.
• Experienced in applying change management practices and processes.

Minimum recruitment standards outline the minimum education and experience required for appointment to a job classification. Refer to https://www.alberta.ca/alberta-public-service-minimum-recruitment-standards.

Notes

There are three (2 permanent and 1 temporary), full-time positions working 36.25 hours per week, Monday to Friday.

This position is based in 44 Capital Blvd, Edmonton.

Resumes must include precise employment dates (month and year) details.

Any costs associated with obtaining the required documents/checks as noted or interview travel expenses, will be the responsibility of the candidate. Out-of-province applicants can obtain the required documents/checks from the province they currently reside in.

Links and information on what the GoA have to offer to prospective employees.

• Working for the Alberta Public Service - https://www.alberta.ca/advantages-working-for-alberta-public-service.aspx.
• Public Service Pension Plan (PSPP) - https://www.pspp.ca.
• Alberta Public Service Benefit Information - https://www.alberta.ca/alberta-public-service-benefits.
• Professional learning and development - https://www.alberta.ca/professional-development-support-directive.
• Research Alberta Public Service Careers tool – https://researchapscareers.alberta.ca.
• Positive workplace culture and work-life balance.
• Opportunity to participate in flexible work arrangements such as working from home up to two days per week and modified work schedule agreement.
• Leadership and mentorship programs.