Records Doc Mgmt Systems Spec

1 month ago


Orlando, Florida, United States Valencia College Full time
About this Position

Posting Detail Information

Position Number HR
Position Title Records Doc Mgmt Systems Spec
Job Type Staff
FT/PT Part-Time
Employee Class Description Staff PT (ed. support)
General Position Description
Categorizes and quantifies all documents to be scanned. Scans all incoming documents. Verifies readability of batches created and certifies documents attached to student records. Maintains and prepares documents for destruction as scheduled. Supports data entry of incoming transcripts, builds institutional catalogs, and verifies course articulation and equivalencies as needed.

Flexible Work Arrangement
Grade 18
Exemption Status Non-Exempt
Posting Number S2432P
Location(s) Orlando, FL West Campus
Proposed Work Schedule (Please note hours subject to change based on business needs)
Monday through Friday: 29 hours a week between the hours of 8:00am -5:00pm

Number of Vacancies 1
Posting Start Date 04/11/2024
Posting End Date 04/29/2024
Open Until Filled No
Quicklink for Posting

Posting Detail Information

Temporary Position (Temp or Grant Funded) Details
Salary Range $15.32 per hour

Essential Job Functions

Description of Job Function
1. Prepares and separates documents for the scanning process.

Description of Job Function
2. Creates an electronic file for all incoming documents and establishes the batch name, size, and type for each file.

Description of Job Function
3. Reviews and evaluates documents to determine readability and accuracy of the attachment to the student record.

Description of Job Function
4. Secures and maintains scanned documents by date to meet disposal deadlines as set in the department retention schedule.

Description of Job Function
5. Reviews electronic reports to ensure the integrity of the student record.

Description of Job Function
6. Researches and resolves errors of student records and reports any unresolved errors to the supervisor.

Description of Job Function
7. Supports data entry of course work from incoming transcripts.

Description of Job Function
8. Creates institutional catalogs for incoming transfer course work and establishes course and grade mode equivalencies.

Description of Job Function
9. Assists with preparation of commencement information sessions as well as the commencement ceremony.

Description of Job Function
10. Responds to student records inquiries both online and via telephone.

Description of Job Function
11. Performs other duties as assigned.

Qualifications

Drivers License Requirement

Drivers License Requirement Not Applicable

Required Qualifications

Required Minimum Education High school diploma or general education degree (GED).
Required Field of Study
Other Required Qualifications
Required License/Certification

Preferred Qualifications

Preferred Education & Field of Study
Associate's degree from a regionally accredited institution.

Preferred Type of Experience

Admissions and Records experience.
Customer Service experience.
Data entry experience.
Experience scanning and archiving.

Preferred Licenses/Certification

Knowledge, Skills and Abilities

Knowledge, Skills and Abilities
Knowledge of records' policies, practices, and procedures as they relate to community colleges and student records retention.

Knowledge of personal computers and select software including Microsoft Office Word and Excel.

Ability to organize, prioritize, and make decisions.

Ability to work effectively in a diverse community and meet the needs of diverse student populations.

Working Conditions

General Working Conditions
This job primarily operates in a professional office environment. The employee will routinely operate standard office equipment including but not limited to computers, keyboards, mouse, phones, photocopiers, printers, scanners, filing cabinets and fax machines. While performing the duties of this job, the noise level in the work environment is usually quiet to moderate.

Typical physical competencies include but are not limited to frequently remaining stationary, moving, reaching, positioning self and occasionally ascending/descending, lifting/moving objects weighing between 5-15 pounds. This job also entails frequently communicating, discerning and exchanging information, detecting and perceiving objects up close, at a distance, and the ability to adjust focus. Cognitive abilities include but are not limited to frequently using discretion, judgment, reasoning, memory, learning, maintaining confidentiality, comprehension, problem solving, and decision-making.

The typical work environment, physical and cognitive demands listed above are representative of those that must be met by an employee to successfully perform the essential functions of this job. The College has a process to identify and make available reasonable accommodations to enable individuals with disabilities to perform the essential functions.

Job specific working conditions
This position has a reasonably low access to protected health information (PHI) and is required to participate in specialized training relative to handling of PHI.

Job Specific Designation

Supplemental Questions

Required fields are indicated with an asterisk (*).
  1. Please share your relevant administrative professional work experience.
    (Open Ended Question)
  2. Do you have experience scanning and/or maintaining documents experience? If so, please explain.
    (Open Ended Question)
  3. Please describe your experience with data entry, spreadsheets for organizing data, and composing notices or correspondence (e-mails or letters).
    (Open Ended Question)
Documents Needed to Apply

Required Documents
  1. Resume/Vita
Optional Documents
  1. Cover letter
  2. Veterans Preference Verification Documentation
  3. Reference Letter 1
  4. Certifications
  5. Other Documents


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