District Records Specialist

Description

Tacoma Public Schools

Expected Start Date:

FTE: 1.0
Hours per day: 8

Salary Level: OP6 $31.61 - $41.41 DOE

Union/Work Year: Office Professional 12-month; 260 days

Benefits: This job has the full range of benefits offered by Tacoma Public Schools

Additional Information: Salary placement is based on verifiable LIKE work experience

Examples Of Duties

SUMMARY

This position organizes and maintains a comprehensive student records and personnel records management and retention systems for the District; coordinates student and personnel records management information and storage with District staff to comply with established record retention schedules.

ESSENTIAL JOB FUNCTIONS

1. Maintains a uniform comprehensive student records, personnel records and archive management system for the District in accordance with State and District policy and procedures; reviews student and staff files regularly to ensure data is accurately and uniformly recorded/retained for auditing and state retention purposes.

2. Performs daily filing of records and documents in the varied confidential personnel files; sorts, researches, and files professional development acknowledgements; prepares files for onboarding employees; archives inactive files and places files in appropriate HR holding area; assists in maintaining archived files in the HR vault; assists with maintaining files in various formats; monitors shredding schedules in compliance with record retention guidelines. Maintains both the Student Records Archive and the Human Resources Archive.

3. Works closely with Legal Department staff; accesses student and staff information in the system databases; and notifies department staff when documentation has not been properly recorded or completed. Responds to Public Records Requests as assigned.

4. Receives and prioritizes requests for records; responds on the phone or in writing to inquiries and requests for information and documentation from outside agencies; determines whether requests for records information meets District/State policy and regulation criteria; refers records requests which do not meet pre-established criteria to supervisor.

5. Prepares and responds to requests from District employees and former employees for service and assistance, in order to view their personnel file; explains and clarifies to customers the department policies and procedures, as it relates to personnel files; obtains identification.

6. Makes recommendations and assists with the improvement of office procedures, filing system, and required forms, as appropriate or as required; assists with maintaining compliance and audit preparation with District, State and Federal regulations applicable to personnel files.
7. Organizes and maintains a checkout and retrieval system for personnel files; preserves active and inactive confidential personnel and pre-employment file systems.
8. Acts as an information resource to off-site staff to maintain school cumulative files, including information regarding security and accessibility of records and coordinating disposal of files per established retention schedule.

9 Compiles student and staff documentation; sets up files and file information; pulls files for auditors; purges student and staff records to prepare for digital records creation. Assists the district in the transition of the paper record file to electronic records for both personnel and transcript/student services records.

10 Receives transcript requests from former TPS students and government entities; searches for transcripts using multiple systems and when appropriate, releases transcripts.

11. Explains procedures and requirements, makes appointments for review of student and staff records; calms anxious students and parents per instructions of requestor, in accordance with regulations; creates official transcripts for job applications and higher education applicants.

12. Attends meetings, seminars and workshops as assigned to maintain knowledge of current developments and requirements related to student records retention/management; recommends additional or revised procedures; ensures student records information is communicated to affected parties.

OTHER JOB DUTIES

1. Maintains and updates knowledge and skills necessary for success in the position and improving professional competence by participating in professional development activities and training, as required, as needed or as assigned.

2. Performs related duties as assigned, on a temporary basis.

3. Regular, reliable, predictable attendance or physical presence is an essential job requirement and critical to the performance of the work.

CONDITIONS

Office environment; required to concentrate on detail; may be required to deal with, and defuse, if appropriate, sensitive situations and/or people; may be required to lift and carry up to 20 pounds, bend, squat, stoop, kneel, crouch, walk, twist, climb, and/or be mobile; required to move heavy boxes and material; required to repeatedly reach overhead, climb, and stand for prolonged periods of time.

Minimum Qualifications

Education and Experience

High school graduation or equivalent with two years of clerical experience, including record keeping; experience in a special education program preferred; or any combination of experience and training which provides the applicant with the knowledge, skills, and ability required to perform the work.

Licenses/Special Requirements

Fingerprints and successful WSP and FBI background clearance/sexual misconduct clearance.

Allowable Substitution

Alternative combinations of education and experience will be evaluated by Human Resources for comparability.

Knowledge, Skills and Abilities

Knowledge of records management techniques and procedures, preferably using a computerized inventory system.

Knowledge of District guidelines/policies for record protection, records processing and

procedures.

Knowledge of general office procedures.

Skill in obtaining, clarifying and exchanging information.

Skill in computer software applications.

Skill in providing quality customer service.

Skill in obtaining, clarifying, and exchanging information.

Ability to concentrate on details and be precise

Ability to exercise good judgment and maintain confidentiality.

Ability to organize and maintain accurate files and records.

Ability to organize, set priorities, coordinate activities, meet deadlines and maintain good follow-through procedures.

Ability to accurately maintain detailed records.

Ability to prioritize own work.

Ability to demonstrate reasonable, reliable and regular attendance.

Ability to move up to 20 pounds, reach overhead, climb, and stand for prolonged periods.

Ability to establish and maintain effective working relationships with a variety of people in a multi-cultural, diverse socio-economic setting.

Supplemental Information

This job description is not an employment agreement or contract. District administration has the exclusive right to alter this job description at any time without notice. The statements contained herein reflect general details as necessary to describe the primary functions of this job, the level of knowledge and skill typically required and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise balance the workload.

Tacoma Public Schools does not discriminate in any programs or activities on the basis of sex, race, creed, religion, color, national origin, age, veteran or military status, sexual orientation, gender expression or identity, disability, or the use of a trained dog guide or service animal and provides equal access to the Boy Scouts and other designated youth groups. The following employees have been designated to handle questions and complaints of alleged discrimination:

• Civil Rights Coordinator: Renee Trueblood, 253-571-1252, civilrights@tacoma.k12.wa.us
• Title IX Coordinator: Wayne Greer, 253-571-1191, wgreer@tacoma.k12.wa.us
• 504 Coordinator: Elise Friedrich-Nielsen, 253-571-1065, efriedr@tacoma.k12.wa.us

Closing Date/Time: 11/24/2024 11:59 PM Pacific

• 

• Tacoma Public Schools

• 253-571-1157

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