Position: Records Technician

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 of Student Records. 

Duties and Responsibilities:

• 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:

• 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:

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.