Transcript and Verification Processing Specialist
Prince George's Community College
Largo, MD
Full-time
Administration / Clerical
Posted on January 20, 2023
Job Vacancy Announcement
Position Information
Position Title
Transcript and Verification Processing Specialist
Position Type
Staff
Department
Records and Registration
FLSA
Non-Exempt
Union/Non Union
Non Union
Full Time or Part Time
Full Time
Grade
10
Salary Range
Hiring Salary Range
$47,814 - $52,595 / annually
Fixed Term/Tenure Track (Faculty Only)
Regular or Temporary
Regular
Job Description Summary
Responsible for processing all transcript and verification requests received by the College. Ensures compliance with FERPA and with institutional policies and procedures. Provides accurate information and timely, professional customer service to internal and external customers. Reports to the Associate Registrar in Records and Registration.
Minimum Qualifications
EDUCATION AND EXPERIENCE
CRITERIA: The following criteria, which are not the sole criteria used in the final hiring decision, will be used to review the applications of those persons who meet the stated minimum qualifications and to select those qualified applicants who will be interviewed. Other information and observations made during the interview process may be considered in the selection process. A Resume/CV and cover letter are required with the application. Please ensure that your documents address the criteria listed below for this position
ESSENTIAL DUTIES
PHYSICAL REQUIREMENTS
Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact as normally defined by the ability to see, read, talk, hear, handle, or feel objects and controls. Physical capability to effectively use and operate various items of office related equipment, such as, but not limited to a, personal computer, calculator, copier, and fax machine. No significant climbing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, grasping, and repetitive motions.
OTHER REQUIREMENTS
Yes
Is the incumbent responsible for working with minor children or directly engaging with minor children on campus?
No
Posting Detail Information
Posting Number
PGCC194211/12
Open Date
01/12/2023
Close Date
01/27/2023
Open Until Filled
No
Background Check Statement
Prince George's Community College is committed to providing a safe campus community. PGCC conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, education verification, and when appropriate, a financial (credit) report or driving history check
Special Instructions to Applicants
Effective August 8, 2022, Prince George's Community College's current vaccine mandate expired for students, faculty, and staff. Select exceptions may apply. Face coverings will be voluntary campus-wide, including in classrooms and instructional spaces. Although the College will no longer require new employees and students to be vaccinated as a condition of employment or instruction based on current public health conditions, COVID-19 vaccines and boosters are strongly recommended.
Application Status; you will receive an email acknowledging receipt of your application, upon which time no further communication occurs unless selected for an interview or the position is filled. If recommended for hire, communication is immediately sent to your references listed on your application. Also, you will receive an email notification from HireRight requesting you to submit authorization to complete a background investigation
Posting Specific Questions
Required fields are indicated with an asterisk (*).
Required Documents
Position Information
Position Title
Transcript and Verification Processing Specialist
Position Type
Staff
Department
Records and Registration
FLSA
Non-Exempt
Union/Non Union
Non Union
Full Time or Part Time
Full Time
Grade
10
Salary Range
Hiring Salary Range
$47,814 - $52,595 / annually
Fixed Term/Tenure Track (Faculty Only)
Regular or Temporary
Regular
Job Description Summary
Responsible for processing all transcript and verification requests received by the College. Ensures compliance with FERPA and with institutional policies and procedures. Provides accurate information and timely, professional customer service to internal and external customers. Reports to the Associate Registrar in Records and Registration.
Minimum Qualifications
EDUCATION AND EXPERIENCE
- High School Diploma required
- Two to three years of experience working in an educational institution required.
- Associate's degree preferred
- Ability to train staff
- Able to work independently/with minimal supervision
- Able to communicate effectively and professionally with a range of audiences in writing, via telephone and in person.
- Able to project a professional image and demeanor at all times.
- Strong customer service skills and ability to interpret information and communicate as appropriate.
- Strong research, organizational and critical thinking skills.
- Strong proofreading skills and detail orientation; high comfort level with computer and word processing programs, especially Word and Excel.
- Able to manage multiple priorities, and work well under strict deadlines and tight time constraints.
- High level of flexibility, initiative, and reliability.
- Able to accept and utilize feedback concerning work performance.
- Able to consistently produce error-free output.
CRITERIA: The following criteria, which are not the sole criteria used in the final hiring decision, will be used to review the applications of those persons who meet the stated minimum qualifications and to select those qualified applicants who will be interviewed. Other information and observations made during the interview process may be considered in the selection process. A Resume/CV and cover letter are required with the application. Please ensure that your documents address the criteria listed below for this position
ESSENTIAL DUTIES
- Processes transcript and enrollment/degree verification requests received via fax, web, or in person. Collaborates with supervisor to implement procedures and methods of work within the office which assure the timely and accurate completion of transcript and verification processing.
- Prepares and maintains materials relating to important and confidential matters.
- Serves as the initial contact person for students having questions about verification of their continued eligibility for student loans and deferments or about verification of enrollment/degree to employers, state/federal authorities, or other external agencies.
- Completes and submits verification forms for students related to their employment, financial assistance or receipt of services from local, state, federal, and private sources, using either standard or electronic formats (i.e. the National Student Clearinghouse).
- Prepares miscellaneous enrollment/degree verification letters for students upon their written request, assures their accuracy and the presence of appropriate administrative signatures, and submits them as required or requested.
- Maintains supporting documentation files for all completed transcript requests and enrollment/degree verifications
- College's point-of-contact for Parchment, the vendor providing our web-based transcript request service; performs all maintenance of college information sent out through that agency.
- Supports the development of enhanced functionality in online transcript and verification interface and processing.
- Maintains monthly reports of output in functional area – of transcripts and verifications received and processed. Provides ad hoc data reports as requested
- Uses electronic transcript exchange system to send and receive transcripts within Colleague from other SPEEDE institutions
- Researches and resolves transcript and enrollment/degree verification request problems.
- Researches and updates student academic history for readmitted students so that all courses completed are shown in Colleague.
- Maintains files of transcript and enrollment/degree verification request forms and purge/archive according to office procedure
- Answers office phone line and proxy emails (including but not limited to transcripts@pgcc.edu) Retrieves and sorts faxes received via server when appropriate
- Processes payment received for transcripts, and prepares check requests to reimburse students/former students for over-payments.
- Point of contact for all high school transcripts, including collection, processing, and scanning.
- Assists with Peak Registration activities as needed/assigned.
- Assists Records and Registration Front Counter services as needed/assigned.
- Assists Records and Registration staff with scanning and linking documents via Image Now, as needed/assigned
- Assures the integrity of transcripts and investigates possible instances of fraudulent transcripts when brought to the college's attention.
- Checks students' accounts for outstanding debt prior to transcript issuance and notifies students should a debt exist that would preclude receipt of a transcript.
- Assists supervisor with training staff in support of transcript and verification intake and processing.
- Identifies procedural/workflow problems that impede transcript and verification processing.
- Initiates and supports appropriate learning‑centered activities in support of the college's vision, mission, and strategic plan, particularly as they relate to the enrollment and retention of students.
- Identify and implement critical customer service standards in the office in support of the college's vision, mission, and strategic plan through staff development and training programs within the office and division.
- Performs related work as required.
PHYSICAL REQUIREMENTS
Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact as normally defined by the ability to see, read, talk, hear, handle, or feel objects and controls. Physical capability to effectively use and operate various items of office related equipment, such as, but not limited to a, personal computer, calculator, copier, and fax machine. No significant climbing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, grasping, and repetitive motions.
OTHER REQUIREMENTS
- Must be able to work Monday thru Friday, 8:30 a.m. – 4:30 p.m.
- Ability to communicate effectively in spoken and written standard English.
- As required by the 1986 Immigration Act, be prepared to present acceptable documentation showing your identity and that you are a U.S. citizen or an alien who is authorized to work.
- A background investigation will be conducted prior to the offer of employment. A signed authorization for the release of personal information will be required if selected for an interview.
Yes
Is the incumbent responsible for working with minor children or directly engaging with minor children on campus?
No
Posting Detail Information
Posting Number
PGCC194211/12
Open Date
01/12/2023
Close Date
01/27/2023
Open Until Filled
No
Background Check Statement
Prince George's Community College is committed to providing a safe campus community. PGCC conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, education verification, and when appropriate, a financial (credit) report or driving history check
Special Instructions to Applicants
Effective August 8, 2022, Prince George's Community College's current vaccine mandate expired for students, faculty, and staff. Select exceptions may apply. Face coverings will be voluntary campus-wide, including in classrooms and instructional spaces. Although the College will no longer require new employees and students to be vaccinated as a condition of employment or instruction based on current public health conditions, COVID-19 vaccines and boosters are strongly recommended.
Application Status; you will receive an email acknowledging receipt of your application, upon which time no further communication occurs unless selected for an interview or the position is filled. If recommended for hire, communication is immediately sent to your references listed on your application. Also, you will receive an email notification from HireRight requesting you to submit authorization to complete a background investigation
Posting Specific Questions
Required fields are indicated with an asterisk (*).
- * Which of the following best describes your level of completed education? (Education details must be included in your application.)
- Master's Degree or above from an accredited college/university
- Bachelor's Degree from an accredited college/university
- Associate's Degree from an accredited college/university
- One to two years of college credit (30 credit hours is equivalent to one year)
- Less than 30 credits from an accredited college/university
- High School Diploma or GED
- None of the above
- * Do you two to three years of experience working in an educational institution required?
- Yes
- No
- * Please be advised that as required by the 1986 Immigration Act, candidates must be prepared to present acceptable documentation showing identity and that you are a U.S. Citizen or an alien who is authorized to work. It is the college's policy that PGCC does not provide sponsorship for prospective employees. Will you require sponsorship to work in the United States?
- Yes
- No
- * How did you hear about this employment opportunity?
- HERC
- HigherEd Jobs
- Hispanic Outlook
- Indeed
- Personal Referral
- PGCC Website
- Social Media (LinkedIn, Twitter, Facebook)
- The Chronicle of Higher Ed
- The Washington Post
- Other: Please indicate below
- Educause
- How did you hear about this employment opportunity? If you selected 'Other' please indicate source:
(Open Ended Question)
Required Documents
- Resume
- Cover Letter
- Letter of Recommendation 1
- Other