Professionals and Supervisors

Holland America-Princess (Holland America Dawson City Inn); Anchorage (AK); On-site; USD 61,337 - 80,201; Full time

Job summary

Anchorage School District is seeking a Records Management Specialist to organize, manage, and oversee the Records Management Department. The specialist collects, stores, and fulfills records requests for diverse customers, with a focus on compliance and accuracy.

The role requires two years of college-level training, familiarity with Macintosh OS X and Windows formats, and experience with ImageNow. Collaboration with ASD staff and training responsibilities are essential parts of the job.

Qualifications

• Two years of college level training or equivalent experience.
• College-level courses related to records management preferred.
• Familiarity with Macintosh OS X and Windows formats.
• Experience with records management technology including ImageNow.
• Management experience preferred.
• Knowledge of state and federal reporting requirements.
• Knowledge of ASD policies and procedures for records management.
• Knowledge of ASD systems including SMS, Zangle, spreadsheets, word processing and database apps.
• Knowledge of the document management application.
• Ability to navigate ASD applications and extract information from the program.
• Strong organizational ability.
• Excellent communication skills.
• Ability to manage a database.
• Ability to train staff across roles.
• Ability to develop and maintain data reports.
• Ability to collaborate with staff and principals.
• Ability to grasp retention procedures.

Responsibilities

• Manage information and data for district, state, and federal reports.
• Assist in creation of reports and publications.
• Oversee student records management process.
• Audit current records system with supervisor.
• Consult with IT on software issues.
• Collaborate with ASD staff and train personnel on records management.
• Assist with hiring, evaluation, and supervision of Records Management staff.
• Work with administrators on records issues.
• Coordinate audits and requests from legal entities.
• Maintain retention and disposition schedules.
• Create and update Records Management forms and ASD forms.
• Oversee transfer and disposal of records to storage centers.

Skills

Records management

Mac OS X familiarity

Windows familiarity

ImageNow Document Management

Management experience

Regulatory reporting knowledge

ASD systems knowledge (SMS, Zangle)

Data reporting

Training and mentoring

Collaboration

Retention procedures understanding

Education

Two years of college level training

Records management coursework

Tools

ImageNow

SMS

Zangle

Spreadsheets

Word processing

Database applications

Job description

Bargaining Unit: ACE

Work Year: 240 days per year, 12 contract payments

Work Day: 8 hours per day

FTE: Full time, 1.0 FTE

Salary: ACE 4, Step H - S ($61,337 - $80,201), DOE

Job Summary

The Records Management Specialist organizes, manages, solves problems, and oversees the Records Management Department. The specialist provides effective and accurate records gathering and storage of paper and electronic records. The specialist also fills records requests for a variety of customers. The position has a retirement association with the Public Employees' Retirement System (PERS).

Job Requirements

The following is required:

Two years of college level training. Equivalent experience, education, and training may be considered in lieu of the degree requirement.

The following are preferred:

College-level courses related to records management.

Familiarity with Macintosh OS X and Windows formats.

Experience in records management technology, including ImageNow Document Management.

Management experience.

Knowledge of state and federal reporting requirements.

Knowledge of Anchorage School District Records Management Department policies and procedures.

Knowledge of records management laws, regulations, methods, and techniques in records management.

Knowledge of other ASD systems including SMS, Zangle, spreadsheets, word processing, and database applications.

Knowledge of the document management application.

Ability to navigate ASD applications and extract information and data from the program.

A high level of organizational ability.

Excellent communications skills.

Ability to manage a database.

Ability to develop and provide appropriate training for a variety of personnel including school and department staff.

Ability to develop and maintain a variety of data reports.

Ability to collaborate effectively with others, including records management staff, administration, and principals.

Ability to quickly grasp detailed concepts of records management retention procedures.

Essential Job Functions

Manages information and data needed for a variety of reports including district, state, and federal mandatory reports.

Assists in the creation of reports and publications.

Oversees the student records management process.

Assists the department supervisor in auditing the current records system.

Consults with the Information Technology Department regarding software program issues.

Collaborates with ASD staff and trains personnel on records management.

Assists with hiring, evaluating, and supervising Records Management staff.

Works collaboratively with administrators and Records Management staff on records issues.

Collaborates with ASD departments regarding audits, records, and student records requests from legal entities.

Follows standards for maintaining electronic and paper records and files and documents guidelines and procedures used by all school and administrative departments.

Assists in developing retention and disposition schedules.

Creates and updates Records Management forms and monitors and updates ASD forms.

Monitors the transfer of permanent, inactive, or obsolete records to the records management center for storage and disposal. Coordinates the destruction of obsolete records.

Physical/Mental Demands

The physical demands of this job require frequent standing, walking, sitting, speaking, and hearing. Specific visual abilities are also required. The employee is regularly required to reach with his/her hands and arms and occasionally lift items weighing less than 40 lbs. Additionally, the employee must be able to communicate by oral and written means in an appropriate business manner and have cognitive skills to understand instructions, readily recall facts and details, handle conflict, and make effective decisions under pressure. The employee must have the ability to effectively manage the stress of working with students, parents, and other employees representing diverse cultures, personalities, and work styles in a dynamic work environment.

The Anchorage School District is committed to providing reasonable accommodations, according to applicable state and federal laws, to all individuals with qualified physical or mental disabilities.

Work Environment

Work is performed in a professional environment with a wide variety of individuals having differing functions, personalities and abilities, including working with diverse groups of people in a variety of different settings.

While performing the duties of this job the employee may be regularly exposed to a video display. The employee may be exposed to outdoor weather conditions. The noise level in the work environment is usually moderate.

Additional Job Information

This job description in no way states or implies that these are the only duties to be performed by the employee(s) in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties as requested by any person authorized to give instructions or assignments.

Anchorage School District employees must possess the ability to read and write in English. This includes the ability to communicate in English with school staff, coworkers, and the public. Employees must also have the ability to comprehend and carry out oral and written directions and understand and follow English instructions and written documents.

Offers of employment are contingent upon completion of a satisfactory criminal background check.

This position may be required to work in ASD facilities on the military installations (JBER). Please visit www.dhs.gov/real-id-enforcement-brief for additional information.

The Anchorage School District is an Equal Opportunity Employer.

Specialist Assistive Technology

JobID: 21927