Student Records Representative

Job Information
Job Title: Student Records Representative
Job Requisition ID: 63619
Ministry: Education
Location: Edmonton
Full or Part-Time: Full Time
Hours of Work: 36.25 hours per week
Permanent/Temporary: Two positions (1 Temporary & 1 permanent position)
Scope: Open Competition
Closing Date: October 23, 2024
Classification: Administrative Support 5
Salary: $1,913.27 to $2,342.49 bi-weekly ($ 49,936.24 - $ 61,138.99 /year)

The Government of Alberta is committed to a diverse and inclusive public service that reflects the population we serve to best meet the needs of Albertans. Consider joining a team where diversity, inclusion and innovation are valued and supported. For more information on diversity and inclusion, please visit: https://www.alberta.ca/diversity-inclusion-policy.aspx.

Alberta Education supports students, parents, teachers and administrators from Early Childhood Services (ECS) through Grade 12. Share your talent, your leadership and your success as you shape the future of education in Alberta. Through safe and caring schools for all students, Alberta’s government is making life better by investing in education – one of the most important investments we can make in our future. The Ministry has the following responsibilities: develop curriculum and set standards; evaluate curriculum and assess outcomes; teacher development and certification; support students with diverse learning needs; fund and support school boards; First Nations, Métis and Inuit and Francophone education; and oversees basic education policy and regulations.

For more information on the Ministry of Education, please visit: https://www.alberta.ca/education.aspx.

Role Responsibilities

Reporting to the Student Records Team Lead, this position provides timely knowledge-based support to stakeholders such as students, parents/guardians, post-secondary institutions, professional organizations, consulates, embassies, public or private organizations, and employers on behalf of students.

This position ensures that student information complies with legislation, regulations, policies, standards and guidelines. To ensure accuracy and privacy of information management and to prevent breach of information, the team member assesses inquiries, researches information and ensures processes are appropriately executed. The Representative issues Alberta high school and certificates, and the Canadian Adult Education Credential in accordance with existing legislation, policy and processes. This position also processes requests involving financial transactions such as exam registration requests on behalf of students.

The position is responsible for the following duties:

• Ensures professional and prompt support for inquiries and concerns from students, parents, mature students, schools, school authorities, other ministries and third parties.
• Reviews and verifies information to ensure accuracy and confidentiality of information in compliance to the FOIP and PIPA Acts.
• Provides timely responses to requests for Alberta and ensures the collection and accuracy of student data.
• Responds to student school enrolments, and certification requests.
• Support requests from the Office of the Child and Youth Advocate, and related requests regarding administrative fairness.
• Provides guidance to mature students on how to achieve a high school where requirements are missing. References alternative paths to achieving, for example taking the Canadian Adult Education Credential or challenging an exam to meet requirements.
• Provides support to post-secondary, Apply Alberta and Advanced Education on electronic transcript requests.
• Historical data requests are managed and completed in compliance with Alberta Education legislation, regulations, policies, and standards and guidelines on behalf of Alberta Education.
• Performs prompt student information change requests and requests for education verification for students seeking employment.
• Participates in student information management applications quality assurance activities to ensure changes to business and system processes continue to effectively support schools, authorities and students.
• Provides support for ad hoc branch projects, information requests or processes.
  

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 – Makes decisions based on applicable legislation, policies and guidelines. Where such documents do not exist the position must exercise judgment in order to determine appropriate courses of action.
  
• Drive for Results - Plans for and delivers results, from concrete deliverables to process improvements, and ensuring attention to detail.
  
• Develop Networks - Develops and sustains a network of relationships across the division and with other GOA ministries on issues and work with other branches to develop effective communication channels to enhance and maximize the effectiveness of interactions.
  
• Building Collaborative Work Environments - Position interacts with all levels of stakeholders to a high degree, typically to provide and exchange information. Team members work together in identifying discrepancies and protecting quality of data.

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.
  

Assets:

• Knowledge of Specific legislation, in particular; a) Education Act, b) Freedom of Information and Protection of Privacy (FOIP) Act, and c) Personal Information Protection Act (PIPA).
• Specific Alberta Education policies, in particular; a) English as a Second Language Policy, b) Student Evaluation Policy and c) Use and Reporting of Results on Provincial Assessments Policy.
• Advanced knowledge of web-based interface applications to guide stakeholders via e-mail and phone inquiries while following proper FOIP authentication processes.
• Strong interpersonal and communication skills and abilities to represent PASI and Student Records branch and Education department.
• Experienced in FOIP and PIPA best practices.
• Experience with Microsoft Office suite and information management.
• Experience with privacy or disclosure related activities would be an asset.
  

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 is (1) Temporary and (1) Permanent position based in Edmonton, offering a work schedule of Monday to Friday, totaling 36.25 hours per week.

Candidates must submit a cover letter and resume that succinctly demonstrate their qualifications against the job requirements, including education, experience, and relevant competencies. It's important for applicants to ensure their resume and cover letter clearly articulate how their past work experiences align with the role's qualifications and needs.

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

The final candidates for this position will be asked to undergo an academic check, references, provide a suitable security screening and may be asked to complete a written exercise and/or assessment.

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.

What we offer:

• 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.

How To Apply
Applicants are advised to provide information that clearly and concisely demonstrates how their qualifications meet the advertised requirements, including education, experience, and relevant examples of required competencies.

Candidates are required to apply for a job online. Please visit https://www.alberta.ca/job-application-resources#before for more information. Please visit Recruitment Principles, for more information.

It is recommended applicants who have completed post-secondary studies from outside of Canada obtain an evaluation of their credentials from the International Qualifications Assessment Service (IQAS)(https://www.alberta.ca/international-qualifications-assessment.aspx) or from a recognized Canadian Credential Evaluator; please visit the Alliance of Credential Evaluation Services of Canada for more information (https://canalliance.org/en/default.html).

It is recommended that applicants include the assessment certificate from IQAS or any other educational assessment service as part of their application.

Closing Statement
This competition may be used to fill future vacancies, across the Government of Alberta, at the same or lower classification level.

We thank all applicants for their interest. All applications will be reviewed to determine which candidates' qualifications most closely match the advertised requirements. Only individuals selected for interviews will be contacted.

If you require any further information on this job posting or require an accommodation during the recruitment process, please contact Rashi Vaktania at [email protected].