Records Management Clerk - School Board Office
Under the supervision of the Chief Operations Officer, the Records Management Clerk is responsible for planning, coordinating, evaluating, implementing, and managing the district records management system, to include monitoring all records handling activities to insure the records management program complies with district, state, and federal rules and regulations relating to proper custodial care, including security and confidentiality requirements; ensure employees of the district receive information and training concerning state laws, administrative rules, and district policies and procedures relating to the management of records in all formats; manage all archive records for the district and oversees the record management and retention function of the district; oversee all cumulative student records, documents, and files.
Oversee operation and maintenance of district records management system, including creation, receipt, storage, retrieval, and disposition of records
Protect and maintain district records according to the appropriate records retention guidelines and develop procedures for records management to ensure compliance with applicable statues and rules.
Organize convert, and integrate files for storage
Coordinate the records destruction process to identify, retrieve and transfer documents for secured destruction as prescribed by Code of Virginia
Serve as the initial point of contact between records management and district personnel regarding records management policies and procedures and assist in the processing of records request
Plan, coordinate, implement, and assess techniques for evaluating and improving the records and information management system
Develop and maintain records and information management policy and procedures manuals
Assist the Public Information Officer with public information/open record requests as requested
Determine records and information management training requirements for district staff and develop or oversee the development of training manuals, coordinate with other departments
Provide training and support to school registrars on the maintenance of accurate and confidential student records
Remain current in records management topics and trends through professional organizations, journals and continuing education
Provide guidance to staff in the development and integration of records and information management methods and procedures into daily activities
Ensure completion of all cumulative student files once received from campuses prior to long-term storage and scanning
Forward student files among schools as needed
Prepare and send transcripts upon request
Prepare deposit for cash received from transcript request and reconcile accordingly.
Maintain auditable transcript records and cash receipts
Process all subpoenas in regard to student or staff files
Assist Family and Child Protective Services and law enforcement personnel in locating students across the district
Promote positive customer service relations with parents and stakeholders through effective communication and interaction
Attend workshops and seminars to update skills and remain knowable of current software and hardware used in the department
Analyze, compile and interpret data presented in applications, and provide reports as needed
Ensure confidentiality of records managed
Perform other duties as assigned
KNOWLEDGE, SKILLS, AND ABILITIES: Communicate effectively with all stakeholders in written and oral form. Organize, prioritize, manage and carry out duties efficiently and within established timeframes. Ability to establish and maintain an effective working relationship with all stakeholders, vendors, and staff. Knowledge of principles and practices of records management programs; Library of Virginia rules and regulations; local, state, and federal governing Records Management Program. Knowledge of principles and practices of the Virginia Freedom of Information Act (preferred). Knowledge and skills in project management; analyzing policies and procedures; and decision making for efficiency and effectiveness. Attentive to detail and accuracy. Effective file maintenance skills. Working knowledge of the Internet, Microsoft Office and aptitude for learning other software. Proficient in both written and verbal use of English, spelling, grammar, and punctuation. Ability to operate standard office equipment, including computers, scanners and records management applications. Knowledge and skills required to manage records and information systematically in all formats from creation or receipt through processing, distribution, organization, storage, and retrieval.