POSITION SUMMARY:
The
Records Technician plans and administers the student record archival program within
the Office of Student Records, Transfers and Archival Services. Employees in this class are responsible for
professional development (i.e. school-based and administrative offices);
student record retention, schedules and disposition; revisions/corrections for
permanent student records; and data entry and database maintenance. The Records Technician must be skilled in the
operation of electronic document management technology (software and hardware)
for student record archival. This
classification provides research and advice on student data files for archival
and records management. The Records Technician
is also responsible for providing school and administrative office site-based
assistance for student record classification, organization and
maintenance. A major responsibility of
this class is the maintenance of official student records, licensing, certificates
and monitoring technology upgrade requirements.
The work is performed under the general supervision of the Supervisor
for the Office of Student Records, Transfers and Archival Services.
DUTIES and RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
Upon
request, reviews student records for accuracy and compliance;
Provides
field support, technical assistance, professional development and
recommendations to school system personnel on archival of such materials;
Prepares
or supervises the preparation of material for archival;
Manages
and/or uses document management technology (software and hardware);
Reviews
student data for accuracy;
Prepares
and maintains a system to log student data and/or documentation to ensure
retrieval capability;
Monitors
conditions and storage for student records archival and records awaiting
archival;
Destroys
records when authorized in accordance with conventional and mandated
destruction procedures;
Maintains
an official record of archival technology (software and hardware);
Certifies
that information recorded is just, accurate and has proper authorization; and
Performs
other related duties as assigned.
QUALIFICATIONS:The requirements listed below are representative of the knowledge, skill, and/or ability required.
Good
knowledge of the organization, procedures and necessary forms and records for
the administration of a modern school system;
Good
knowledge of modern methods and procedures of record keeping;
Thorough
knowledge of records archival, student records management technology and
related materials;
Ability
to plan, organize and execute work programs;
Ability
to establish and maintain effective working relationships with others; and
Skilled
in the operation of microfilm machine.
EDUCATION and/or EXPERIENCE REQUIREMENTS:
High school graduate supplemented by at least one
(1) year of business school with courses in office and records management; or
any equivalent combination of experience and training which provides the
required knowledge, skills and abilities. Considerable experience with school
records, student record archival and document management technology.
CERTIFICATION REQUIREMENTS:
None Required.
SUPERVISORY RESPONSIBILITIES:
No direct supervisory responsibilities.
PHYSICAL DEMANDS:
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.
WORKING ENVIRONMENT:
The work environment characteristics are representative of those an employee encounters while performing the essential functions of the job.
ADDITIONAL INFORMATION:
None.