Manages the administration, preparation and maintenance of student records process in compliance with DOL, Corporate and Center policies.
Primary/Major Duties and Responsibilities (Essential Functions):
Oversees the OA/CTS department and staff to ensures that the OA/ CTS Records Department is administered within the guidelines of the DOL, Corporate and Center guidelines.
Ensures compliance with all privacy and confidentiality regulations.
Ensures outreach and admissions goals are exceeded.
Promotes positive Job Corps image and awareness in the community.
Develops referral services.
Ensures timely placement and retention of graduate and former enrollees in quality placement activities.
Ensures that the Career Transition Specialists exceed placement goals.
Monitors case notes to make sure students are receiving services and make sure services are being documented as required. Performs a 100% audit of the MPO30/MPO32 reports and 10% audit monthly of CTS folders to ensure compliance.
Supports and enforces the data integrity of all information processed through the Records Department. Performs audits in accordance with the Quality Assurance Plan.
Creates action plans to meet and exceed established department goals.
Schedules cleared applicants for arrival date and relays information to other staff who needs to act on the information.
Interfaces with on- as well as off-Center OA and CTS Departments for exchange of required information.
Incorporates data from counseling, placement, medical and other functions into student personnel records and ensures that such records are kept current.
Oversees the operation of the Center’s student accountability systems.
Monitors student employee accountability issues and documentation, morning attendance check and sign in roster to ensure accuracy of accountability documentation.
Ensures that students’ unauthorized absences are accurate, and that appropriate staff carry out timely follow-up with students unauthorized absences status.
Maintains pay status on each student, recording active status and deducting leave time. Coordinates with finance department for student pay.
Audits for compliance for students’ pay, allotments and transition advances and coordinates student financial transactions with the Finance function.
Helps facilitate Center’s meeting of OMS goals
Ensures reconciliation of CIS system regularly to ensure accuracy and timeliness.
Prepares Center’s daily/weekly status reports.
Audits OMS and JCRL reports.
Ensure staff members have adequate training to complete key areas of responsibilities. Cross-trains department employees. Ensures that departmental staff completes all DOL, Corporate and Center training as required.
Develops Others: delegates tasks or responsibilities for the purpose of developing others’ abilities, reassures and encourages performance improvement, provides timely coaching.
Secondary Duties and Responsibilities:
Schedules staff meetings at regular intervals, ensures meeting minutes are accurate.
Develops and implements Standard Operating Procedures (SOPs) for OA/ CTS Records department.
Participates in CMT, ensures that all staff participate in CMT.
Provide support to the Career Development Services System (CDSS) department to ensure student job readiness.
Participates on a SGA committee.
Ensures equipment assigned to the department is properly accounted for and maintained in good condition. Notifies the Center Director of repairs/costs above routine expenditures.
Monitors budget for the OA/CTS Records department and maintains spending limits as applicable. Tracks spending of staff each month.
Periodically audits staff time sheets to ensure compliance with corporate time keeping policy.
Ensures accuracy and timely submission of all employee timesheets so as to remain in compliance with company policy.
All other duties as assigned.
Required Education and Experience:
Bachelor’s degree or four years of experience working in the Records field or an equivalent combination of education and experience.
Valid state driver’s license.
CPR/First Aid Certified.
Sound communication skills; to include verbal, non-verbal and written.
Ability to make sound decisions and utilize good judgment at all times.
Computer knowledge sufficient for the described duties.
Proficiency in Microsoft Office applications.
Preferred Education and Experience
Germane experience preferred.
Dayton, Ohio, United States
Afognak Native Corporation, Alutiiq LLC and their subsidiaries is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, disability or protected veteran status.