Records Management Assistant - Student Records Archive

License and Certification Qualifications

None Required

Education Qualifications

• H.S. Diploma or General Education Degree or equivalent
• Required: Bachelors Degree in related field
• Preferred: Bachelors Degree in related field

Experience Qualifications

• 3 years in records management, student records, or a business-related field
• Preferred: Experience in customer service, electronic records management and scanning, and federal, state, and local regulations

Skills Qualifications

• Excellent human relations and interpersonal skills to interact with personnel from all levels
• Excellent skills in oral and written communication
• Knowledge of modern office practices and procedures
• Ability to scan, index, and retrieve files electronically, via microfilm, and hard copy
• Able to maintain confidentiality while working with system records
• Able to work as a team player and to meet with the general public in a courteous and efficient manner
• Working knowledge of student information systems
• Working knowledge of Microsoft Excel and experience with other Microsoft Office products
• Working knowledge of Lotus Notes Database or other similar database programs

Primary Responsibilities

• Provide professional customer service with students and parents pertaining to student transcripts, maintain student records documents including imaging, indexing, and off-site storage
• Maintain imaging and indexing of documents for individual departments within the Business and Finance Division
• Aid in records retention and/or destruction of all GCPS records in accordance with district retention schedules
• Ensure world-class customer service is provided by the Records Management Office
• Act as the first point of contact for customers requesting student records via the telephone, personal office visit, fax, or mail
• Respond to customers by appropriate means whether verbal or written, including former students and parents, other departments, armed forces recruiters, investigators, potential employers, and other parties
• Provide graduation verifications for former GCPS students, potential employers, educational agencies, and armed forces recruiters
• Work with appropriate GCPS representatives when transcripts are received without proper signature and date to complete the official transcript
• Perform quality control checks, where applicable, to ensure student records stored in DataMagine, Enterprise Content Management (ECM), and other student information systems are accurate, reliable, and legible
• Continually cultivate a responsive and customer centered climate
• Aid local schools with records management questions and concerns
• Provide on-site support and guidance to local schools as necessary
• Facilitate reporting functions by maintaining and inputting accurate and timely data and information into records management logs and databases
• Prepare weekly deposits of transcript revenue for submission to the Department of Financial Operations
• Perform student records scanning and indexing functions to ensure student records are accurate and legible
• Scan student records or other departmental records to electronic format
• Index departmental documents into the appropriate electronic imaging system in accordance with established policies and procedures to facilitate data integrity and easy retrieval
• Adhere to quality control guidelines and procedures to ensure accurate records processing
• Aid with overall records management and inventory processes
• Remain informed with a consistent working knowledge pertaining to activities associated with the Georgia Open Records Act, Open Records Act, Georgia laws affecting records and information, Health Insurance Portability and Accountability Act (HIPAA), Family Education Rights and Privacy Act (FERPA), and other legal responsibilities pertaining to records management, inventory, and compliance programs
• Compile applicable logs, reports, and statistics to develop Key Performance Indicators (KPIs) for student records and other system records
• Participate in process discussions and activities associated with the districts records management, inventory and compliance programs
• Participate in training, education and communication opportunities for the Records Management, Inventory and Compliance Office
• Provide support and training concerning records management
• Provide training support to other GCPS departments for electronic imaging, indexing, and quality control questions

Physical Demands

• While performing the duties of this job, the employee is required to stand, walk, negotiate stairs, climb ladders, reach with hands and arms, talk, and hear
• Manipulate tools and small items with hands
• Lift and transport up to 50 pounds over short distances
• Operate a motor vehicle in performance of duties
• Specific vision abilities required by this job include close vision, distance vision, and color vision
• The employee may be subjected to a wide range of ambient temperature and humidity conditions while working on equipment under varying conditions including overhead work and work in confined spaces
• Potential hazards of this position include working with electricity, working with heat and noise producing machinery and equipment, working on elevated equipment using ladders or other lifting devices, and use of chemicals and solvents