Job Details
Qualifications
- 10 key typing
- Certified Notary Public
- Communication skills
- Driver's License
- High school diploma or GED
- Management
Job Description
ROLE AND PURPOSE: To assist the District Records Management Officer in maintaining and archiving district records in all forms to ensure compliance, as well as, fulfilling all manner of record requests in compliance with local, State and Federal laws.
QUALIFICATIONS:
Education/Certification:
Minimum: High School Diploma
Possess a current, valid driver's license.
Experience:
Minimum of three (3) years in a position requiring the use of the knowledge and skills that relate to the major responsibilities and duties listed below.
Familiarity with protocols in managing school district records.
Ability to regularly lift boxes; (40-60) lbs.
Climb ladders, operation of personnel lift equipment, operation of industrial shredder, floor pallet jack and forklift.
MAJOR RESPONSIBILITIES AND DUTIES:
Administration and fiscal/facilities management
Proficiency with: MS Office products, ScribOnline or other archive software, Adobe Acrobat, Video Conferencing (Skype, TEAMS, Zoom) and Frontline (or other) SIS for records retrieval.
Answer phones; provide support; assist with appointment scheduling; and greet walk-in customers.
Proficiency in 10-key, data entry and filing tasks. Keen attention to detail desired.
Process all incoming record requests from online portal ScribOrder.
Assist customers with pick up orders, cash handling and daily and monthly reconciliation.
Assist with fulfilling all other record requests, including subpoenas, CPS, TREx, Social Security determinations, etc.
Maintain required record logs.
Scan records into electronic document management system, as needed.
Maintain and manage the Access database for all cumulative folders in the warehouses.
Become familiar with AISD's Records Management cataloging software: RCAMS.
Help merge duplicate cumulative folders, as appropriate, in correct location.
Assist with compiling monthly and annual retention, shred and storage statistics.
Become proficient in, and seek professional development for records management laws, procedures, innovations.
Assist in preparation for annual shred / records destruction, including palletizing boxes.
School/community relations
Answer phone, greet public, provide directions, and explain requirements for records.
Using Booking software to monitor and help schedule appointments.
Coordinate box delivery and record transport for administration requestors.
Supervise student helpers and assist with record shredding activities as needed.
Demonstrate commitment to the mission of the district through effective communication.
Professional Growth and Development
Become proficient in Texas State Library record retention guidelines and requirements for SD series.
Become proficient in warehouse norms and practices, ensure proper storage conditions are met and know how to determine the disposition of boxes and their contents.
Obtain Notary commission if applicable.
Miscellaneous -
Have effective written and verbal communication skills
Capable of regularly lifting 40-60 lb. boxes.
Drive departmental van.
Perform other duties as assigned.
Duty Days 243
Pay Grade AS-02