The Trainee/Student Records Specialist will be responsible for managing and maintaining the records of trainees and students within the military. This role involves ensuring that all documentation is accurate, complete, and compliant with military regulations while providing support to service members and their families. Experience: •Minimum of 2 years of experience in military personnel administration, records management, or a related field. •Familiarity with military training programs and student record-keeping processes is preferred. Education: •High school diploma or equivalent; an associate or bachelor's degree in Human Resources or a related field is preferred. Clearance: •Must be able to pass a NACI (National Agency Check with Inquiries) background check. Responsibilities:
- Manage and maintain accurate records of trainees and students, ensuring compliance with military regulations and policies.
- Process documentation related to trainees and students, including enrollment forms, training records, separation documents, and any other pertinent paperwork.
- Assist service members and their families with inquiries regarding trainee and student records, providing guidance and support as needed, and ensuring a positive customer experience.
- Conduct regular audits of trainee and student records to ensure data integrity, accuracy, and compliance with military standards and policies.
- Collaborate with military departments to facilitate the processing of records and ensure timely updates, including communication with instructors and administrative staff.
- Prepare reports on trainee and student statistics, trends, and outcomes for management review, highlighting areas of success and opportunities for improvement.
- Develop and implement procedures for maintaining and securing trainee and student records, including compliance with privacy laws and regulations.
- Create and maintain a filing system (both physical and electronic) for easy access to records, ensuring that all records are organized and up-to-date.
- Stay informed about changes to military policies and procedures related to records management and student services, ensuring that all practices align with current regulations.
- Identify opportunities for process improvements in the management of trainee and student records, implementing best practices to enhance efficiency and effectiveness.
- Provide training and support to new staff members on records management procedures and policies, ensuring a knowledgeable and skilled team.
- Organize and facilitate training sessions for staff regarding updates in records management systems and any relevant software applications.
- Serve as a liaison between trainees, students, and various military departments to ensure smooth communication and processing of records.
- Maintain confidentiality of all records and sensitive information, ensuring that data privacy and security protocols are followed at all times.
- Monitor compliance with military regulations related to records retention and destruction, ensuring that outdated or unnecessary records are handled appropriately.
- Develop educational materials and resources for service members on how to access and manage their records effectively.
- Participate in audits and inspections related to records management, providing necessary documentation and information to demonstrate compliance with policies.
- Provide assistance during transitions, helping trainees and students understand their rights and responsibilities regarding their records during changes in status.