Job Description
Job Title: Secretary & Records Management Specialist Qualifications: This person in this position shall demonstrate or possess the following qualifications: (1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11) Minimum of high school Diploma, associates degree or equivalent preferred Minimum of three - five years experience in a comparable position Experience/Knowledgeable in the use of Document Management Applications Familiar with a variety of the field's concepts, practices, and procedures Excellent organizational skills with attention to detail Ability to respect and maintain confidentiality Ability to operate various office machine Excellent paper and electronic filing knowledge and skills Customer Service oriented with the ability to effectively deal with a diverse range of clients Ability to work independently or as a team Ability to evaluate department needs and current procedures to make appropriate recommendations to enhance services
Reports To: The person in this position is directly responsible to the Assistant to the Superintendent for Information Assurance Supervises: May provide guidance and assistance to other departments, as required Job Goal: To perform a full range of duties required to oversee and meet legal requirements for the receipt, storage, security, access, disposal and release of inactive student and employee records; and performs related duties as required or assigned Performance Responsibilities: Maintain financial accounts and order supplies Process all incoming & outgoing mail Receive and handle telephone request Greet and direct office visitors Type correspondence and memorandums Maintain payroll and leave forms for staff Process transcript requests Process request for information on inactive employees by researching paper & scanned records Process request for certification records Maintain inactive personnel files Maintain inactive student record files Maintain technical documentation revisions and distribution Must be able to bend, lift, pull and carry boxes of records (approximately 25lbs) Assist with training other departments/schools record keepers Prepare files for microfilming or scanning Purge and properly dispose of documents that have met retention schedule and complete state records disposal form. (17) Cross reference new material with previously filed materials (18) Perform data entry and retrieval of information into & from records database (19) Produce reports (20) Checks and reconciles record inventories to ensure integrity of filed records (21) Perform routine maintenance on office equipment (22) Ensure that all records are maintained in accordance with State and District guidelines (23) Perform other duties as assigned by supervisor (24) Ensure that safe practices are always foremost Terms of Employment: Twelve months with salary in Group H, Schedule III… Evaluation: Performance of this job will be evaluated in accordance with provision of the Board’s Policy (1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11) (12) (13) (14) (15) (16)