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Records Clerk - Aero/Flight Operations

Company: University of North Dakota
Location: Grand Forks
Posted on: June 6, 2021

Job Description:


The records clerk position will perform audits of student flight training records, ensuring our compliance with UND Policy, and FAA & TSA regulations with regards to flight training. The position will also issue FAA Airmans Certificates, once completion of flight training is verified and certified.

Duties & Responsibilities

  • Audit and Maintain Student Flight Training Records
    • Audit students academic and flight records to ensure compliance with FAA Requirements.
    • Verify errors on flight records & correct when identified.
    • Analyze flight records between courses to insure they are correct before clearing the student to advance to the next course. Communicate any problems to the appropriate persons.
    • Prepare student records for Final Certification & Issuance of temporary pilot certificate.
    • Create & maintain Course Clear checklists & guidance forms for Instructors & Records staff.
    • Monitor & implement retention/purge schedule for inactive records.
  • FAA Documentation
    • Verify eligibility of students prior to conducting FAA enrollment in FAR 141 courses.
    • Prepare and review FAR 61 & 141 Airmans Applications prior to FAA check rides.
    • Document and forward all paperwork to the FAA.
  • Records Center Customer Service
    • Answer questions from instructors and students regarding UND, FAA and TSA regulations, policies and procedures.
    • Retrieve and forward flight records to former students/employees.
  • TSA Documentation/Procedures
    • Verify student citizenship and compliance with TSA documentation regulations prior to the start of applicable flight training.
    • Interact with TSAs Alien Flight Student Program via their website and Help Desk.
    • Assist students with TSA registration.
  • Administration of AOA Ramp Badges - (Perform duties of TSA Trusted Agent)
    • Assist in Ramp Security Briefing.
    • Verify Applicants Citizenship documents
    • Collect badge applications, issue receipts for returned badges.
    • Update badge holder data base, interact with GFK Airport Operations to monitor badge status.
    • Assist in badge audits for each badge population.

Required Competencies

  • Must be very detail oriented.

  • Ability to work a diversified schedule.

  • Must be able to successfully interact with students from all backgrounds and countries.

  • Good interpersonal, communication and organizational skills.

  • Ability to learn in-house records software.

  • Ability to qualify for and acquire FAA designation as an Airman Certification Representative

Minimum Requirements

  • High School diploma or equivalency.

  • 2 years training or experience in record keeping practices/information management.

  • 3 years training or experience in an office environment.

  • Knowledge or experience with PCs, Excel, Word, Outlook and forms software.

  • Ability to pass TSA Criminal History Background Check and become a Trusted Agent.

  • Successful completion of criminal history records check.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the US and to complete the required employment eligibility verification form upon hire.

Preferred Qualifications

  • Strongly prefer experience with FAA Part 141 flight training courses.

  • Aviation experience

Minimum Hiring Salary/Position Classification

$30,500 Annual, Non-Exempt, Full-Time, Benefited

Work Schedule/Start Date

Typically Monday-Friday; 8:00 am 4:30 pm


Includes single or family health care coverage (premiums paid for by the university), basic life insurance, EAP, retirement plan, tuition waiver, annual and sick leave. Optional benefits available: supplemental life, dental, vision, flexible spending account, supplemental retirement plans.

To Apply

For full consideration, all application materials must be fully submitted by 11:59PM on the closing date.

Note: Please submit attachments as .pdf files if possible.

Additional Information

To find out why living and working in Greater Grand Forks is way cooler, check out Grand Forks is Cooler.

All information listed in this position announcement will be used by Human Resources, the Hiring Department, and EO/Title IX for screening, interviewing and selection purposes.

Confidentiality of Application Materials

Pursuant to NDCC 44-04-18.27, applications and any records related to the applications that identify an applicant are confidential, except records related to the finalists of the position, which are open to the public after the search committee has identified the top three finalists who will be invited to campus.

EEO Statement

The University of North Dakota is an Affirmative Action/Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or other protected characteristic. Women, minorities, veterans, individuals with disabilities, and members of other underrepresented groups are especially encouraged to apply. Applicants are invited to provide information regarding their gender, race and/or ethnicity, veterans status and disability status as part of the application process. This information will remain confidential and separate from your application.

Veterans Preference

Veterans claiming preference must submit all proof of eligibility by the closing date. Proof of eligibility includes a DD-214 or NGB 22 and if claiming disabled status, a current letter of disability from the VA dated within the last 12 months.

Clery Statement

In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the University of North Dakota publishes an Annual Security and Fire Safety Report. The report includes the universitys policies, procedures, and programs concerning safety and security, as well as three years of crime statistics for our campus. As a prospective employee, you are entitled to a copy of this report. The report and statistical data can be found online at You may also request a paper copy of the report from the UND Police Department located at 3851 Campus Road, Grand Forks, ND, 58202.

Keywords: University of North Dakota, Grand Forks , Records Clerk - Aero/Flight Operations, Other , Grand Forks, North Dakota

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