Records Management Specialist

4 days ago

Baltimore, Maryland, United States Baltimore City Public School System Full time

Job Summary: We are seeking a highly skilled Records Technician to join our team at Baltimore City Public Schools. The successful candidate will provide support for records management and retention activities, including the fulfillment of transcript requests.

Key Responsibilities:

  • Assist in providing systemic support and assistance in the management of records, student records, and other related documents.
  • Design and maintain moderately complex records tracking systems.
  • Develop and maintain moderately complex work-flow diagrams and electronic records management systems.
  • Recommend records management procedures and processes.
  • Create and maintain tracking systems for deployment of resources, communications with central office departments and schools, and communications with parents, students, and external agencies.
  • Organize and maintain records, ensuring that systems and system changes are properly documented.
  • Responsible for moderately complex tasks relating to network monitoring, operations, installation, and/or maintenance.
  • Assist in the implementation of customer support and respond to requests and inquiries regarding records and transcripts.
  • Maintain a proficient technical knowledge of City Schools' student information programs, databases, operating system, and student data retrieval process.
  • Utilize tact and exercise good judgment in interacting with the general public, school and central office personnel.
  • Participate in the training programs offered to increase technical knowledge, interpersonal and communication skills, and proficiency.
  • Develop and maintain files and record systems requiring knowledge of complicated, innovative indexing methods using Scribbles, SharePoint, the Central Records Repository, and any other system adopted for records management and retrieval.
  • Compile reports, forms, and summaries for superior, reviewing and investigating a variety of data sources to secure complete and accurate subpoena and transcript information.
  • Organize office tasks and activities and ensure completion of assigned tasks.
  • Recommend and implement work procedures to improve efficiency or to accommodate changes in operations or new functions.
  • Provide information and assistance to the public, including representatives of private organizations, colleges, universities, employment agencies, law firms, health departments, students, and their families.
  • Assist in executing forms or obtaining services in situations requiring unusual tact or approaches that differ from normal work.
  • Perform and promote all activities in compliance with equal employment and nondiscrimination policies; follow federal laws, state laws, school boards policies and the professional standards.

Requirements:

  • High school diploma or equivalent.
  • Two or more years directly related experience in the processing and management of records and information or office support experience.
  • Experience working with Student Management System (SMS), Micro-fiche, Paper Vision, SASI or similar student information database.
  • Experience working in a K-12 education work environment.
  • Other equivalent combinations of education, training, and experience that provide the knowledge, skills, and abilities may be considered.
  • Excellent written and oral communication skills.
  • Good organization and interpersonal skills.
  • Knowledge of electronic and manual recordkeeping.
  • Knowledge of procedures and processes associated with managing electronic records.
  • Knowledge and skills in utilizing and extracting data from centralized operating systems and databases.
  • Proficient in the use of technical computer applications, particularly the Microsoft Office suite.
  • Ability to develop and maintain records tracking systems.
  • Ability to function independently and to effectively handle multiple priorities with competing deadlines.
  • Ability to interact effectively with parents, students, and staff.

Benefits:

This position is eligible for benefits. To review the available options, please see the information relevant to the union for this position by viewing the following link: http://www.baltimorecityschools.org

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