Under general supervision, performs a wide variety of moderate to complex tasks requiring confidentiality, analysis, and attention to details for document archival.  Essential functions require interpretation of standard operating procedures (SOPs); federal, state and local regulations; and administrative procedures.  The employee must be proficient in computing applications and technologies; electronic document and records management systems (DERMS); and archival database management.  Employees must review student records to ensure compliance standards have been met prior to archival; assist with training and training material development.  Employees must have sound decision-making, organizational, customer service and interpersonal skills to serve internal and external constituents.     

Develops workflow strategies to promote effective and efficient service delivery;

Assists supervisor and Record Specialists with the inspection of student records and other materials for compliance and archival; prepare records/materials for archival employing several technologies and/or databases;

Processes education verifications and records requests;

Adheres to federal, state and local regulations and procedures for student records management;

Supports the student record retention and disposition schedule and assists with records destruction as needed;

Identifies, describes, collects, organizes, and preserves documents recorded on paper, film, electronic and digital formats;

Ensures the safety, security and confidentiality of records at all times;

Uploads and/or updates documents and student data in repositories, data systems and the official student information system (SIS); converts documents to various formats; and transfers between systems;

Facilitates research and case management for records management and education status discrepancies related to former students;

Assists with systemic trainings, training registration and planning;

Administers systemic diploma and certificate issuance for current and former students;

Oversees the coordination of storage for record archival;

Provides research services and technical assistance to schools and other offices;

Provides excellent customer service and support office operations; and

 

Perform related duties as assigned.

Excellent oral and written communication skills;

Working knowledge of the operation of standard and specialized office equipment and/or the ability to learn;

Ability to understand and follow moderate to complex oral and written instructions/directives;

Superior customer service and interpersonal skills; ability to tactfully interact with the public and develop harmonious working relationships;

Skilled in business computing and Electronic Document and Records Management Systems (EDRMS) technologies;

Thorough knowledge of the professional standards and practices of records management and archival;

Thorough knowledge of archiving, microfilming equipment and materials;

Demonstrated knowledge of the organization, procedures and document/form management for public school systems;

Ability to perform routine and diversified clerical assignments involving independent judgment and interpersonal skills;

Ability to make immediate and long-range decisions in accordance with established procedures, regulations and policies;

 

Proficient in the development/maintenance of a highly organized system of document management, retrieval, retention schedules, disposition analysis and document destruction.

Completion of a standard high school diploma or GED with clerical experience, preferably including some experience in the assigned functional area; preferably supplemented by business school courses; or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities in archiving.

 

 

None Required.



No direct supervisory responsibilities, however, employee may oversee the work of others in a lower job classification, as requested.



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.