Records Clerk (INTERNAL APPLICANTS ONLY)

Job Title: Records Clerk

Wage/Hour Status: Nonexempt

Department: Assigned Department

Reports To: Director for Human Resources

Approved By: Board of Trustees

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SUMMARY:

The Records Department Clerk will be assist with maintaining the divisional records using a database to maintain and monitor file room activity and holdings. Specific duties may vary when responding to inquiries, collection maintenance and retrieval tasks.

QUALIFICATIONS:

EDUCATION:

High school diploma or GED

EXPERIENCE:

Three years of clerical experience, preferably in records management/retention

OTHER SKILLS AND ABILITIES:

• Proficient skills in typing, word processing, and file maintenance
• Excellent organizational, communication, and interpersonal skills
• Demonstrated ability to operate a mainframe and personal computer and related software to develop spreadsheets, databases and do word processing
• Ability to operate standard office equipment such as computer, typewriter, copier, fax machine, calculator and shredder
• Ability to develop effective working relationships with staff, the school community, and the general public
• Ability to communicate clearly and concisely, both orally and in writing
• Ability to perform duties with awareness of all district requirements and Board of Education policies.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Records, Reports, and Correspondence

• Assist in maintaining the quality, integrity, security and confidentiality of sensitive records.
• Assist in taking incoming calls and relaying appropriate messages.
• Assist in responding to customer inquiries in a timely manner.
• Assist in preparing customer service requests daily in a professional and effective manner.
• Assist with coordinating, organizing and tracking the destruction and removal of records.
• Enter, edit and cross reference file descriptions into a database and ensure stored materials are accurately recorded.
• Organize, coordinate and monitor filing of district inventory records.
• Perform records retrievals, search activities and re-file records when necessary.
• Maintain the indexing criterion required for imaging of documents.
• Proactively communicate with customers, via verbal and written communication daily.
• Prepare and verify daily time and attendance of Records Department staff.
• Perform routine bookkeeping tasks, including simple arithmetic operations, for the department.
• Assist with the preparation of purchase orders and payment authorizations.
• Update handbooks, policy manuals, and other documents as assigned.

Other

• Answer incoming calls, take reliable messages, and route to appropriate staff.
• Receive, sort, and distribute mail and other documents.
• Maintain confidentiality of information.
• Participate in staff development training programs to improve job performance.
• Participate in meetings and special events as assigned.
• Exercise professional judgment in absences; be punctual to work, meetings, and appointments.
• Perform other duties as assigned by the immediate supervisor.

SUPERVISORY RESPONSIBILITIES:

None

LANGUAGE SKILLS:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before staff, students and the general public.

MATHEMATICAL SKILLS:

Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

PHYSICAL DEMANDS:

Light industrial office/warehouse environment

Prolonged periods of sitting

Some travel within the school district

Ability to lift, carry and climb ladders with boxes weighing up to 40 pounds.

While performing the duties of this job, the employee is almost continuously required to sit, and talk or hear. The employee is occasionally required to walk and stand. The employee is occasionally required to reach with hands and repetitive hand motions and prolonged computer use is required. Heavy lifting and carrying is required. Specific vision abilities required by this job include close vision, depth perception, and the ability to adjust focus. The employee continuously interacts with the public and other staff. The employee will occasionally be required to meet multiple demands from several people.

The employee must maintain emotional control under stress.

WORK ENVIRONMENT:

The noise level in the work environment is usually quiet and is performed indoors.