Transcript Procurement Coordinator

Mission Statement

Through the use of social and restorative justice principles, Five Keys provides traditionally underserved communities the opportunity to improve their lives through a focus on the Five Keys: EDUCATION, EMPLOYMENT, RECOVERY, FAMILY, COMMUNITY.

Five Keys Overview

Five Keys is a nonprofit organization that operates an extensive network of programs across California. With a presence in 14 counties and over 120 locations, Five Keys focuses on various initiatives aimed at empowering individuals and families to overcome poverty and inequity. The organization's programs encompass a wide range of services, including public charter schools, restorative justice programs in jails and prisons, shelters, permanent supportive housing, and the development of new housing and support programs. At Five Keys, the overarching objective is to uplift individuals and families by providing them with essential resources. This includes education, housing, employment, and the necessary tools to sustain their progress. By offering these fundamental elements, the organization aims to create positive and lasting change in communities, making them better places for everyone.

Our Core Competencies

A well qualified candidate has the capacity to communicate effectively, collaborate with others while building positive relationships, demonstrates strong problem solving skills, has a dynamic learning mindset, and remains committed to a high level of cultural and social awareness. A successful candidate will work well under pressure, observe appropriate boundaries and operate with a high degree of emotional intelligence.

What it's really like to join our agency

At Five Keys, culture matters. Culture is at the very core of everything we do and impact on a daily basis. We've made a commitment to building an inclusive culture that seeks collaboration over hierarchy to create empowered work teams.

We serve vulnerable populations daily and we strive to approach everyone with compassion, patience and a trauma informed approach. We choose to push past discomfort to have difficult conversations to impact the greater good. This allows us the opportunity to collaboratively create an inclusive culture and transform the world around us.

BENEFITS

We offer very low monthly costs for medical insurance! Dental, vision and life insurance premiums paid by Five Keys and various pre-tax flexible spending accounts and retirement account 403b. Generous time off. Annual reimbursement up to $100 towards gym membership, smoking cessation and weight loss programs. Annual reimbursement up to $50 towards annual athletic event participation and annual massage after 6 months of employment. FREE access to wellness-related apps, Employee Assistance Program and a comprehensive mental health care platform for you and your dependents.

Qualifications

JOB SUMMARY

The Transcript Procurement Coordinator position reports to the Academic Records Manager and is accountable for the procurement of student transcripts. The primary responsibility is corresponding with other schools and districts to obtain student records, updating the student information system (SIS) with transcript statuses, processing transcript requests requiring payment, and supporting teachers with obtaining student transcripts. This position demonstrates an understanding of the needs of students and their families. At times this role will assist the academic records manager with liaising between faculty/students/families and previous school personnel.

We are looking for someone who insists on maintaining a positive attitude and enjoys supporting a diverse group of people. If this job is for you, you have excellent communication and organizational skills to feel comfortable working with people and data. When managing and processing large amounts of data, you have excellent attention to detail with very low error rates. You are also a creative problem solver proactively creating systems, and have the ability to handle multiple deadlines and tasks simultaneously.

JOB DUTIES AND RESPONSIBILITIES

Transcript Procurement

• Serve as a point of contact for student records

• Receive and upload requests for transcript forms to SIS and correspond with external schools, districts, and third-party agencies to obtain student transcripts

• Fulfill transcript requests that require online payment

• Monitor third-party accounts offering fax and transcript recovery services (Interfax, Parchment, Need My Transcripts, Need My Diploma, etc.)

• Administer order requests on online student records request platforms

Process Adherence

• Follow systems for transcript procurement to ensure operational efficiency and yield optimal transcript processing practices

• Utilize available reference tools to support the transcript request process

• Comply with policies with regards to records/information release, student data maintenance, and correspondence

• Perform special investigations to correct transcript anomalies, and determine the appropriate contacts for schools that have closed

• Update information on SIS as needed

Departmental Collaboration

• Audit inbound transcripts for high school graduates to be withdrawn by student services

• Communicate transcript request outcomes, including no record/ no credit statuses and redirection correspondence to stakeholders via email and SIS updates

• Communicate regularly with the student services teams, and school administration to ensure the students' information is accurate and compliant

• Other duties as assigned

KNOWLEDGE AND SKILLS

• Able to maintain strict confidentiality and take all precautions when handling sensitive information

• Ability to work effectively, efficiently, and independently with high levels of self-accountability

• Advanced proficiency in Zoom, Microsoft Office, Google Workspace, and databases

EDUCATION AND WORK EXPERIENCE

• BA/BS degree preferred or a combination of education and experience

• Minimum 1 year experience using a student information system (SIS)

• Minimum 1 year of strong administrative experience, preferably in education

• Minimum 1 year customer service experience is required

PHYSICAL REQUIREMENTS

• To promote the health and safety of its employees, those we serve and our local communities, Five Keys requires that all employees must be fully vaccinated against COVID-19 and/or adhere to all weekly testing and safety measures. Employees may also request and receive approval for an exemption from this policy. Exemptions are granted to accommodate a medical condition or sincerely held religious belief.

• Must wear provided PPE (Personal Protective Equipment) and adhere to all safety guidelines and requirements, when needed

• Frequent talking and hearing conversations

• Long periods of walking, sitting at a desk and/or computer station

• Lifting items that weigh up to 25 lbs.; reaching, bending, carrying and stooping within the daily routine of tasks and activities

ADDITIONAL REQUIREMENTS

This position is contingent upon:

• Satisfactory results of a Live Scan (criminal background investigation)

• Successfully obtaining jail clearance for positions working in county jails or probation locations

• Submitting proof of clear TB results. Results dated within 60 days prior to hire date are acceptable

WORK ENVIRONMENT

• Moderate to high noise level

• Work environment varies from site to site

• Some personal safety risk working in underserved communities

• Must be willing and able to travel state-wide to various locations or meetings as needed

GROWTH OPPORTUNITIES

At Five Keys, we understand that when our employees grow, the agency has a greater capacity to thrive and accomplish its mission. It is for this reason that we remain committed to providing ongoing professional development opportunities for all of our employees. These include but are not limited to: conferences, staff development training, and coaching plans that allow incumbents to grow into new positions within and across programs within the agency (i.e., programs, schools, housing).