Technician - Records Management Anne Arundel County Public Schools Anne Arundel County, MD
Technician - Records Management
Anne Arundel County Public Schools
Anne Arundel County, MD
Short Description :
Full Description :
Is this position exempt from overtime pay? No Works collaboratively to maintain the organization, security, and confidentiality of employee records in multiple locations onsite and offsite. Assists Technology to maximize the Human Resources (HR) Tracking System's usability. Performs a variety of advanced personnel tasks including data entry, document collection, records audit, reporting, maintenance of multiple databases, administration of Records email account, schedules file reviews, and maintains multiple file rooms under direction. Coordinates with other offices on their records retention. Provides excellent customer service to authorized personnel requesting employee files. Essential Duties & Responsibilities Does this position have supervisory responsibilities? No 1. Assists in ensuring the proper establishment, maintenance, disposition, and confidentiality of multiple employee file subfolders, including but not limited to the Official Personnel File (OPF), Local Manager Files (LMF), grievance, benefits, medical, background, etc. Maintains I-9 files as required by law.
2. Prioritize, processes, retrieves, determines accessibility level and authorized personnel, and release records/information in response to electronically transmitted requests.
3. Assists with compiling data for subpoenas from employee files.
4. Schedules employee records file reviews and monitors the review.
5. Maintains an accurate accounting of record duplication fees and submits funds to Accounting.
6. Consolidates and cross-references new material with previously filed materials, reconciles record inventories and works with HR staff to resolve inconsistencies.
7. Performs and audits data entry and retrieval of information from internal records database systems. Fulfills audits requests for annual audit, financial, legislative and internal audits.
8. Ensures records management equipment is maintained and repaired.
9. Assists in researching specialized supply vendors and communicates with vendors to expedite orders and resolve problems.
10. Performs tasks associated with records retention, long-term storage, and destruction procedures.
11. Performs other duties as assigned. Minimum Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made on request to enable individuals with disabilities to perform the essential functions. Education
High School Diploma or equivalency certificate.
Associate's degree in applicable field of education from a regionally accredited college or university is preferred.
Two (2) years of general office experience in the related functional area; or an equivalent combination of education and experience which provides the required knowledge, skills, and abilities deemed sufficient to prepare the applicant to successfully perform the duties of the position.
Knowledge, Skills, and Abilities
Ability to maintain and ensure confidentiality of confidential information and records.
Demonstrated ability to maintain a filing system and accurately file and retrieve individual records.
Demonstrated ability to review materials for accuracy and completeness.
Demonstrated ability to exercise initiative, tact, and good judgment in dealing with Board of Education personnel, outside agencies, and the general public.
Ability to work independently while following specific instructions and protocols.
Demonstrated strong organization, communication, analytical and planning skills.
Ability to work well in a team environment, handle multiple assignments, and meet deadlines.
Demonstrated ability to effectively work and communicate with diverse populations.
Ability to work modified work hours, as necessary, to meet the needs of the department/organization.
Demonstrated ability to perform accurate data entry and audits.
Demonstrated proficiency with business software (e.g. Microsoft Office Suite-Word, Excel, Outlook and/or PowerPoint preferred). For new permanent secretarial/clerical/technician hires, a minimum score on a pre-employment assessment is required.
Successful completion of all required tests.
Hold or be eligible to be a notary.
Possess a valid Motor Vehicle Operator’s license and have daily access to reliable transportation.
QUALIFICATION REQUIREMENTS for employment in Grade 12 by new hire or transfer.
In addition to all the requirements of Grade 11 listed above
Two (2) years of previously successful relevant experience equivalent to grade 11 level.
Career Ladder Requirements Eligibility for Consideration for Advancement from Grade 11 to Grade 12 requires:
Two (2) years continuous successful experience in the position at the grade 11 level.
Mastery of all responsibilities and duties of the position.
Achievement of Professional Certification or evidence of course completion in pursuit of such certification.
Evidence of completion of additional training that may be recommended by supervisor and/or participation in approved professional development programs or courses, approved in advance by the supervisor.
Achievement of identified goals as they relate to the needs of the district and as established by the supervisor.
Consistent maintenance of an effective and orderly work environment.
Consistent compliance with general office procedures such as standards contained in the AACPS Employee Handbook; demonstration of discretion and excellent customer service; regular and punctual attendance; and building dress code, including wearing AACPS ID badge.
Above Satisfactory overall job performance for two most recent consecutive years.
Recommendation of the supervisor.
Ability to perform extensive walking, standing, carrying, climbing, bending, stooping, crawling, kneeling, and lifting and the ability to exert force required to twist/turn equipment tools required to perform assigned tasks.
Ability to move, and position self to move in, under, over or through and work in confined spaces.
Ability to ascend and descend a step ladder to access the highest filing racks.