Under the direction of the Supervisor of Student Records, the Instructional Specialist – High School Student Records will be responsible for providing services and responding to inquiries regarding matters directly and tangentially related to high school student record policies, procedures, and decisions. The incumbent of this position will serve as a compliance specialist for credit bearing student records.  Work includes providing training, conducting audits, records monitoring, records management and accountability. This work includes managing diploma/certificate issuance, using technology to retrieve data and collaborating with other departments and offices. 

Provides technical assistance and audits for secondary education student record management;

Conducts and models the education verification and course credit review processes;

Provides training, guidance and support to stakeholders on conducting adequate credit analysis and transcript reviews during graduation certification periods;

Assists professional school counselors and registrars with the procedures for processing, recording and managing student transcripts for newly enrolled high school students;

Develops administrative and standard operating procedures for the student record lifecycle management and disposition;

Completes grade, credit and graduation audits of high school student records;

Collects, analyzes and uses data to support process improvement, standards development and establishment of best practices;

Assists with the management of systemic transition to student record digitization and assesses performance of electronic document management systems;

Provides training to principals, administrators, professional school counselors and registrars on Maryland State Department of Education (MSDE) and PGCPS graduation requirements; and

Performs other duties as assigned.

Thorough knowledge of the school system’s student enrollment guide and registration/withdrawal procedures (AP 5111), as well as the student transfer procedure (AP 5110.3);

Thorough knowledge of the MSDE student records system;

Thorough knowledge of the school system’s educational requirements and options in secondary schools (AP 6150), student service learning requirements (AP 6151) and student dual enrollment requirements (AP 6155)

Ability to review academic records to determine graduation status; thorough knowledge of the guidelines regarding graduation exercises (AP 5127);

Ability to conduct grade, credit and graduation audits; familiarity with grading and reporting for middle and high schools (AP 5121.2 and 5121.3);

Knowledge of records management practices and procedures (AP 5125 and other related procedures);

Thorough knowledge of the best practices to support records accountability;

Ability to analyze findings from records audits, write reports and provide recommended course of corrective actions;

Computer proficiency including, but not limited to, the Microsoft Suite, Google applications, instructional and/or training software applications, surveying/auditing tools and presentation applications;

Excellent oral and communication skills; and

Effective human relations and interpersonal skills.

Master’s degree from an accredited college or university with an emphasis in school counseling, educational administration or a closely related field required. A minimum of five (5) years of professional school counseling experience at the high school level required. Previous experience in developing professional training materials and presentation delivery required.

Advanced Professional Certificate with Administrator I and Guidance Counselor endorsements required.



No direct supervisory responsibilities.



The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to stand, talk, hear, walk, sit, and use fingers, tools or controls. The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl. Specific vision abilities required by this job include close vision such as to read handwritten or typed material, the ability to adjust focus, and depth perception. While performing the duties of this job, the employee may occasionally push or lift up to 25 lbs.




The work environment characteristics are representative of those an employee encounters while performing the essential functions of the job.




None.