Records Clerk - Internal

About the Employer

Records Clerk (Internal Applicants Only)

Job Title

Job Title: Records Clerk

Wage/Hour Status

Wage/Hour Status: Nonexempt

Department

Department: Assigned Department

Reports To

Reports to: Director for Human Resources

Approved By

Approved by: Board of Trustees

Summary

The Records Department Clerk will 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

Typing Word processing File maintenance

Organizational, Communication, and Interpersonal Skills

Excellent organizational, communication, and interpersonal skills

Technical Skills

Ability to operate a mainframe and personal computer and related software to develop spreadsheets, databases, and word processing Ability to operate standard office equipment such as computer, typewriter, copier, fax machine, calculator, and shredder

Soft Skills

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 Duties

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.

Work Environment

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