Minnesota Careers
Senior Records Specialist - Office & Administrative Specialist Senior
Minnesota Careers, White Bear Lake
Job Details
Working Title: Senior Records Specialist - Office & Administrative Specialist Senior
Job Class: Office and Administrative Specialist, Senior
Agency: Minnesota State
At the State of Minnesota, employees play a critical role in developing policies, providing essential services, and working to improve the well-being and quality of life for all Minnesotans. The State of Minnesota is committed to equity and inclusion, and invests in employees by providing benefits, support resources, and training and development opportunities.
Job Summary
Position Purpose
The work of this position is critical to the successful operations of enrollment related functions and services in the Records office, TSS, Admissions, Financial Aid, and other Student Affairs Offices. The position is responsible for having extensive, accurate knowledge of institutional and Minnesota State policies and procedures. A major responsibility for this position is ensuring data integrity through the research and resolution of duplicate records is ISRS. This position will identify and respond to workflow issues to administer the complex processes required to ensure successful enrollment, persistence, and completion for students.
The position will also, in coordination with the Graduation Evaluator, accurately evaluate and enter graduation applications and graduation data into multiple databases as well as process and order diplomas for all graduates. The position will help maintain, update, and troubleshoot the graduation database.
In addition, the position is responsible for hiring and training student workers for the Records Office and providing customer service support. This position is also responsible for promoting a culture that supports diversity, equity, and inclusion in all forms at Century College.
Position Responsibilities
How to Apply
To view the full job posting and to apply please go to: .
Contact
If you have questions about this position, contact Kimberly Claggett at or 651-444-2165 .
To receive consideration as a Connect 700 Program applicant, apply online, email the Job ID#, the Working Title and your valid Proof of Eligibility Certificate by the closing date to Kimberly Claggett at .
About Minnesota State
Minnesota State is committed to attracting, retaining, and developing talented employees who serve our 340,000+ students each year throughout the state. We have a vibrant and diverse system of 33 colleges and universities with 15,300+ dedicated faculty and staff focused on student success.
Century College is a 2-year community and technical college in White Bear Lake, Minnesota. As one of the largest two-year colleges in Minnesota, we serve over 18,000 credit and non-credit students every year. We offer degrees, diplomas, certificates, and coursesin general education and transfer, business, human services, health sciences, technology, engineering, applied design, industrial, andnon-credit workforce training. With various student support and student life opportunities, including athletics, student clubs and organizations, campus theatre, Multicultural Center, LGBTQ Center, Veterans Center, and much more, Century College provides a welcoming and vibrant campus community. As a "community" college, we care about our locality. We are engaged, connected, and a resource within our local communities, including K-12 and workforce/industry partners.
Working together to improve the state we love.
What do Minnesota's State employees have in common?
As an employee, you'll have access to one of the most affordable health insurance plans in Minnesota, along with other benefits to help you and your family be well.
Your benefits may include:
Programs, resources and benefits eligibility varies based on type of employment, agency, funding availability, union/collective bargaining agreement, location, and length of service with the State of Minnesota.
Other Information
Employment information for this position can be found in its collective bargaining agreement or its plan document at .
AN EQUAL OPPORTUNITY EMPLOYER
Minnesota State is an equal opportunity employer/educator committed to the principles of diversity. We prohibit discrimination against qualified individuals based on their race, sex, color, creed, religion, age, national origin, disability, protected veteran status, marital status, status with regard to public assistance, sexual orientation, gender identity, gender expression, or membership in a local commission as defined by law. As an affirmative action employer, we actively seek and encourage applications from women, minorities, persons with disabilities, and individuals with protected veteran status.
Working Title: Senior Records Specialist - Office & Administrative Specialist Senior
Job Class: Office and Administrative Specialist, Senior
Agency: Minnesota State
- Job ID : 88126
- Location : White Bear Lake
- Telework Eligible : Yes - *Century currently operates in a hybrid work environment. The hiring manager will provide guidance to the type of work environment at/following the interview process.
- Full/Part Time : Full-Time
- Regular/Temporary : Unlimited
- Who May Apply : Open to all qualified job seekers
- Date Posted : 08/08/2025
- Closing Date : 08/14/2025
- Hiring Agency/Seniority Unit : Minnesota State / Century College
- Division/Unit : MnSCU Century Lakewood CC / MnSCU Century CTC Class/B
- Appointment Type : Unlimited, Full-time
- Work Shift/Work Hours : Days / 8:00am - 4:30pm
- Days of Work : Monday - Friday
- Travel Required : No
- Salary Range: $21.90 - $29.65 / hourly
- Classified Status : Classified
- Bargaining Unit/Union : 206 - Clerical/AFSCME
- Work Area : Records
- FLSA Status : Nonexempt
- Designated in Connect 700 Program for Applicants with Disabilities : Yes
At the State of Minnesota, employees play a critical role in developing policies, providing essential services, and working to improve the well-being and quality of life for all Minnesotans. The State of Minnesota is committed to equity and inclusion, and invests in employees by providing benefits, support resources, and training and development opportunities.
Job Summary
Position Purpose
The work of this position is critical to the successful operations of enrollment related functions and services in the Records office, TSS, Admissions, Financial Aid, and other Student Affairs Offices. The position is responsible for having extensive, accurate knowledge of institutional and Minnesota State policies and procedures. A major responsibility for this position is ensuring data integrity through the research and resolution of duplicate records is ISRS. This position will identify and respond to workflow issues to administer the complex processes required to ensure successful enrollment, persistence, and completion for students.
The position will also, in coordination with the Graduation Evaluator, accurately evaluate and enter graduation applications and graduation data into multiple databases as well as process and order diplomas for all graduates. The position will help maintain, update, and troubleshoot the graduation database.
In addition, the position is responsible for hiring and training student workers for the Records Office and providing customer service support. This position is also responsible for promoting a culture that supports diversity, equity, and inclusion in all forms at Century College.
Position Responsibilities
- Perform quality assurance reporting and validation of Records and Registration processes. Adjust and implement process changes in consultation withthe Registrar. Evaluate information in ISRS to ensure data integrity, which includes researching and resolving duplicate records using the Minnesota State Duplicate Resolution complex process. Work with the Department of Institutional Effectiveness as needed on research projects and verification of students' records.
- Serve as secondary Graduation Evaluator with evaluating and processing graduation applications including awarding into ISRS and other databases.
- Responsible for administering the Graduate Follow-Up Survey.
- Knowledge of English sufficient to speak, read, understand, and respond to written and spoken communications and to participate in discussions and communications with various stakeholders.
- Word Processing & Spreadsheets: Knowledge of computer software programs for word processing, spreadsheets, and databases sufficient to create, modify, and protect them.
- Skill in technology is sufficient to use non-standard or advanced software features, programs, and web-based resources.
- Data Base Management: Ability to collect and analyze data for administrative reports; adjusts and corrects errors to avoid potential data problems.
- Advanced customer service skills to work with students, student workers, co-workers and various other stakeholders via phone, email, and in-person.
- Lead Work Skills and experience sufficient to hire, train, and assign work to student workers for the Records Office.
- The ability to interpret institutional, state, and federal policies and regulations then translates and develops them into administrative and programmatic procedures and processes relative to the position responsibilities.
- Associate degree or three (3) years of experience in higher education in an Enrollment Management area: Admissions, Financial Aid, Registration and Records, Advising, Student Life, Diversity, or a related customer service field.
- Knowledge of college career program offerings, student enrollment services, and admissions requirements.
- Knowledge of Minnesota State and college policies, as well as state and federal laws and regulations
- Ability to maintain the confidentiality of private information according to federal regulations (FERPA, Data Privacy Act, Minnesota State and ATC policies and procedures).
- Knowledge of and experience with the National Student Clearinghouse.
- Knowledge of ISRS and the Communication Module, Perceptive Content/ImageNow, uAchieve, and Power BI.
- Ability to work independently and manage multiple tasks and responsibilities in a fast-paced environment.
- Ability to ensure quality standards, deadlines and proper procedures are followed.
- Ability to work within a team as well as working independently without constant supervision with adherence to deadlines.
- Demonstrate knowledge of and interest in diverse cultures and populations.
- Working knowledge of current student information system (Integrated Student Records System), Perceptive Content, Minnesota State related Web Communications and degree audit systems (uAchieve).
How to Apply
To view the full job posting and to apply please go to: .
Contact
If you have questions about this position, contact Kimberly Claggett at or 651-444-2165 .
To receive consideration as a Connect 700 Program applicant, apply online, email the Job ID#, the Working Title and your valid Proof of Eligibility Certificate by the closing date to Kimberly Claggett at .
About Minnesota State
Minnesota State is committed to attracting, retaining, and developing talented employees who serve our 340,000+ students each year throughout the state. We have a vibrant and diverse system of 33 colleges and universities with 15,300+ dedicated faculty and staff focused on student success.
Century College is a 2-year community and technical college in White Bear Lake, Minnesota. As one of the largest two-year colleges in Minnesota, we serve over 18,000 credit and non-credit students every year. We offer degrees, diplomas, certificates, and coursesin general education and transfer, business, human services, health sciences, technology, engineering, applied design, industrial, andnon-credit workforce training. With various student support and student life opportunities, including athletics, student clubs and organizations, campus theatre, Multicultural Center, LGBTQ Center, Veterans Center, and much more, Century College provides a welcoming and vibrant campus community. As a "community" college, we care about our locality. We are engaged, connected, and a resource within our local communities, including K-12 and workforce/industry partners.
Working together to improve the state we love.
What do Minnesota's State employees have in common?
- A sense of purpose in their work
- Connection with their coworkers and communities
- Opportunities for personal and professional growth
As an employee, you'll have access to one of the most affordable health insurance plans in Minnesota, along with other benefits to help you and your family be well.
Your benefits may include:
- Paid vacation and sick leave
- 12 paid holidays each year
- Low-cost medical, dental, vision, and prescription drug plans
- Fertility care, including IVF
- Diabetes care
- Dental and orthodontic care for adults and children
- 6 weeks paid leave for parents of newborn or newly adopted children
- Pension plan that provides income when you retire (after working at least three years)
- Employer paid life insurance to provide support for your family in the event of death
- Short-term and long-term disability insurance that can provide income if you are unable to work due to illness or injury
- Tax-free expense accounts for health, dental, and dependent care
- Resources that provide support and promote physical, emotional, social, and financial well-being
- Training, classes, and professional development
- Tuition reimbursement
- Federal Public Service Loan Forgiveness Program (Some positions may qualify for the Public Service Loan Forgiveness Program. For more information, visit the Federal Student Aid website at studentaid.gov )
- A voluntary confidential program that helps employees and their families with life challenges that may impact overall health, personal well-being, or job performance
- Common sources of stress can be addressed through the EAP: mental health, relationship challenges (personal and work), grief and loss, finances, and legal issues
- Daily Living/Convenience Services: Chore services, home repair, trip planning, child/elder care
Programs, resources and benefits eligibility varies based on type of employment, agency, funding availability, union/collective bargaining agreement, location, and length of service with the State of Minnesota.
Other Information
Employment information for this position can be found in its collective bargaining agreement or its plan document at .
AN EQUAL OPPORTUNITY EMPLOYER
Minnesota State is an equal opportunity employer/educator committed to the principles of diversity. We prohibit discrimination against qualified individuals based on their race, sex, color, creed, religion, age, national origin, disability, protected veteran status, marital status, status with regard to public assistance, sexual orientation, gender identity, gender expression, or membership in a local commission as defined by law. As an affirmative action employer, we actively seek and encourage applications from women, minorities, persons with disabilities, and individuals with protected veteran status.