Technician Employee Records Management

JOB SUMMARY
Performs technical and administrative records management functions to support the maintenance security accessibility and confidentiality of employee records in accordance with Board of Education policies records retention requirements and established procedures. Maintains employee records in electronic and physical formats; processes records requests; supports audits file reviews document imaging and records retention activities; and provides customer service to authorized individuals seeking access to employee records.

ESSENTIAL DUTIES/RESPONSIBILITIES

• Maintains employee records in electronic and physical formats by receiving indexing scanning filing retrieving and organizing documents within established record categories and procedures.
• Reviews incoming personnel documents for completeness identifies missing or inconsistent documentation follows up on established requirements and refers requests for new or unusual records to appropriate staff.
• Processes employee records requests by retrieving records verifying established authorization requirements preparing documents for review or release and maintaining records of requests and responses.
• Schedules and monitors employee file reviews prepares requested records coordinates copy requests and processes associated fees.
• Assists with subpoenas Public Information Act requests audits and other authorized records inquiries by gathering compiling and organizing requested documentation.
• Performs data entry record updates and quality control reviews within HR information systems and electronic records management systems to support accurate and complete employee records.
• Maintains Official Personnel Files Local Manager Files I-9 records medical files benefits files grievance files and other designated employee record categories in accordance with established requirements.
• Supports records retention storage retrieval transfer and destruction activities by preparing records inventories coordinating file movement and maintaining required documentation.
• Assists with document imaging and electronic file conversion activities by scanning indexing validating and uploading records to the electronic records management system.
• Provides customer service and technical assistance to employees schools offices and HR staff regarding records-related procedures records requests and document requirements.
• Performs other related duties as assigned within the same classification or lower.

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 to enable individuals with disabilities to perform the essential functions.

Education

• Associates Degree in related field of education from a regionally accredited college or university required;
• Or an equivalent combination of education and experience which provides the required knowledge skills and abilities deemed sufficient to prepare the employee to successfully perform the duties of the position.

Experience

• Three (3) years related administrative experience with proven knowledge and application within the related field required;
• Or an equivalent combination of education and experience which provides the required knowledge skills and abilities deemed sufficient to prepare the employee to successfully perform the duties of the position.

Knowledge Skills Abilities and Other Characteristics

• 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.
• 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 ability to effectively work and communicate with diverse populations.
• 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.

Licenses and Certifications
Employee must retain active licenses certifications and enrollment as a condition of employment.

• Hold or be eligible for Notary Public issued by Maryland Secretary of State required.
• Hold or be eligible for Record Management Training Certificate issued by U.S. National Archives and Records Administration (NARA) preferred.
• Hold or be eligible for Drivers License (DL) Class C Non-Commercial issued by Maryland or State of Legal Residence (MVA/DMV) required; and
• Daily access to reliable transportation.

Driving Requirements

• N/A

CAREER LADDER REQUIREMENTS

Qualification Requirements for Employment in Higher Grade as a New Hire or Transfer requires:

• Two (2) additional years successful experience required.
• Achievement of Professional Certification or Certificate in Records Management Training or Completion of coursework or workshops leading towards professional certification or certificate required.

Eligibility for Consideration for Advancement from Lower Grade to Higher Grade requires:

• Two (2) years continuous successful experience in the position at the Lower Grade level.
• Mastery of all responsibilities and duties of the position.
• 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. Successful completion of a minimum of one professional development within the last two years is required. Successful completion of job specific professional developments identified on the job description performance evaluations and/or the supervisors documented recommendation are required.
• 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 the two most recent consecutive years of Probationary and Performance Ratings. Probationary Ratings completed after January 2 2024 will be accepted.
• Letter of Recommendation written by the supervisor.

Additional Requirements for Advancement from Lower Grade to Higher Grade requires:

• Achievement of Professional Certification or Certificate in Records Management Training or Completion of coursework or workshops leading towards professional certification or certificate required.

LEADERSHIP ROLE

• N/A

PHYSICAL DEMANDS/WORKING CONDITIONS
The physical demands and working conditions described here 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.

Physical Demands

• Standing: between 1/3 and 2/3 of the time
• Walking: under 1/3 of the time
• Sitting: between 1/3 and 2/3 of the time
• Keyboarding: between 1/3 and 2/3 of the time
• Pushing: under 1/3 of the time
• Pulling: under 1/3 of the time
• Reaching (with hands and/or arms): under 1/3 of the time
• Climbing (Ascend/Descend): under 1/3 of the time
• Stooping: under 1/3 of the time
• Kneeling: under 1/3 of the time
• Bending: under 1/3 of the time
• Twisting: under 1/3 of the time
• Squatting: under 1/3 of the time
• Talking: between 1/3 and 2/3 of the time
• Hearing: between 1/3 and 2/3 of the time
• Driving: under 1/3 of the time
• As required by the duties and responsibilities of the position.

Vision
The vision demands with correction described here are representative of those that must be met to successfully perform the essential functions of this job.

• Close vision (clear vision at 20 inches or less)

Work Environment
Location

• Office school or similar indoor environment: over 2/3 of the time

Noise Level

• Quiet: between 1/3 and 2/3 of the time

Weight & Force
Lifting and carrying requirements

• Up to 25 pounds: under 1/3 of the time

Travel Requirements

• 5% quarterly day travel within the county to retrieve files from the warehouse.

JOB INFORMATION

ORGANIZATION

HR JOB INFORMATION

VR# 27050

Required Experience:

IC