POSITION: Document Archiving Control Clerk
ORGANIZATION / LOCATION: Student Records
REPORTS TO: Supervisor – Student Records
REVISION / REVIEW DATE:
JOB CODE:43
UNION: Local2250
CLASSIFICATION: ACE/AFSCME
GRADE: 12
POSITION SUMMARY:Under general supervision, performs a wide variety of moderate to complex tasks requiring confidentiality, analysis, and attention to details for document archival. Essential functions require interpretation of standard operating procedures (SOPs); federal, state and local regulations; and administrative procedures. The employee must be proficient in computing applications and technologies; electronic document and records management systems (DERMS); and archival database management. Employees must review student records to ensure compliance standards have been met prior to archival; assist with training and training material development. Employees must have sound decision-making, organizational, customer service and interpersonal skills to serve internal and external constituents.
DUTIES AND RESPONSIBILITIES Develops workflow
strategies to promote effective and efficient service delivery; Assists supervisor and
Record Specialists with the inspection of student records and other materials
for compliance and archival; prepare records/materials for archival employing
several technologies and/or databases; Processes education
verifications and records requests; Adheres to federal,
state and local regulations and procedures for student records management; Supports the student
record retention and disposition schedule and assists with records destruction
as needed; Identifies, describes,
collects, organizes, and preserves documents recorded on paper, film, electronic
and digital formats; Ensures the safety,
security and confidentiality of records at all times; Uploads and/or updates
documents and student data in repositories, data systems and the official
student information system (SIS); converts documents to various formats; and
transfers between systems; Facilitates research
and case management for records management and education status discrepancies
related to former students; Assists with systemic
trainings, training registration and planning; Administers systemic
diploma and certificate issuance for current and former students; Oversees the
coordination of storage for record archival; Provides research
services and technical assistance to schools and other offices; Provides excellent
customer service and support office operations; and Perform related duties
as assigned.
QUALIFICATIONS Excellent
oral and written communication skills; Working
knowledge of the operation of standard and specialized office equipment and/or
the ability to learn; Ability
to understand and follow moderate to complex oral and written instructions/directives; Superior
customer service and interpersonal skills; ability to tactfully interact with
the public and develop harmonious working relationships; Skilled
in business computing and Electronic Document and Records Management Systems
(EDRMS) technologies; Thorough
knowledge of the professional standards and practices of records management and
archival; Thorough
knowledge of archiving, microfilming equipment and materials; Demonstrated
knowledge of the organization, procedures and document/form management for
public school systems; Ability
to perform routine and diversified clerical assignments involving independent
judgment and interpersonal skills; Ability
to make immediate and long-range decisions in accordance with established
procedures, regulations and policies; Proficient
in the development/maintenance of a highly organized system of document
management, retrieval, retention schedules, disposition analysis and document
destruction.
EDUCATION and/or EXPERIENCE REQUIREMENTS: Completion of a standard high school diploma or GED with clerical experience, preferably including some experience in the assigned functional area; preferably supplemented by business school courses; or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities in archiving.
CERTIFICATION REQUIREMENTS: None Required.
SUPERVISORY RESPONSIBILITIES: No direct supervisory responsibilities, however, employee may oversee the work of others in a lower job classification, as requested.
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: Normal
ADDITIONAL INFORMATION: None.
Prince George’s County Public Schools • www.pgcps.org • 14201 School Lane, Upper Marlboro, MD 20772