Records Specialist III

Vermont State Colleges System; Castleton (VT); On-site; USD 22,000 - 31,000; Full time

Job summary

Vermont State Colleges System is seeking a detail-oriented records clerk to support the Center for School’s administrative functions. The role focuses on basic data entry, manual recordkeeping, document processing, and routine report generation.

You will process applications and student records, verify information, maintain filing systems, and generate standard reports upon request. Moderate supervision applies, with opportunities to contribute to cross-functional tasks.

Qualifications

• Associate's degree in business; relevant clerical experience may supplement.
• Experience with filing and records systems; knowledge of data entry and record-keeping may be desirable.
• Good reading, writing, and math skills; ability to handle a variety of clerical tasks.

Responsibilities

• Process documents such as applications and student records; ensure accuracy and completeness.
• Review incoming documents; code, complete missing information, and resolve discrepancies.
• Enter and verify data in manual and computerized files; update records regularly.
• Maintain Center files and cross-reference systems; manage logs and recordkeeping.
• Compile information from records for standard and special reports on request.
• Perform specialized clerical tasks related to the Center for School’s function and duties.
• Perform regular record-keeping duties for the CFS; follow policies and procedures.
• Perform related duties as assigned by supervision.

Skills

Interpersonal skills

Communication skills

Judgement

Creativity

Organizational skills

Time management

Multitasking

Problem-solving

Attention to detail

Data accuracy

Education

Associate's degree in business

Job description

BASIC FUNCTION

To perform a variety of basic and specialized recordkeeping and reporting tasks for a specialized records or information service or function of the Center for Schools, with a primary focus on basic computer data entry and manual recordkeeping, document processing, and routine report generation; perform related clerical/secretarial tasks.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Process various documents related to a specific function, such as applications, student records, and the like.

• Prepare/initiate documents; review incoming documents for accuracy and completeness; code documents; complete missing or inaccurate information; resolve discrepancies.

• Enter data in manual and computerized information files, verify/edit to ensure accuracy, update files/records regularly; distribute or file documents as appropriate.

• Maintain various specialized Center files and records, frequently involving cross-filing and/or cross-reference systems.

• Maintain various logs and other manual recordkeeping systems related to assigned functions.

• Compile a variety of standard information from both manual and computerized records and files for regular and special reports and in response to specific requests by supervisor or other CFS staff members.

• Perform other specialized clerical or technical tasks related to the Center for School’s primary function as assigned.

• Perform regular record-keeping duties for the CFS:

• Perform related duties as assigned.

SUPERVISION RECEIVED

Moderate supervision is received from the Director or Assistant Director of the CFS.

MINIMUM QUALIFICATIONS

Associate’s degree in business or other appropriate discipline, plus one to two years of relevant clerical experience, or a combination of education and experience from which comparable knowledge and skills are acquired.

• Good general clerical/secretarial skills.

• Experience in maintaining moderately complex filing and records systems. Previous experience with computerized information systems desirable, and possibly required.

• Good reading, writing and math skills. Some bookkeeping/accounting training or experience may be desirable. Specific technical skills may be desirable.

• Ability to deal effectively with a wide variety of VtSU personnel and students and/or outside individuals/organizations.

KNOWLEDGE, SKILLS, & ABILITIES

Knowledge:

• Familiarity with technology and software used in educational settings and CFS

• Commitment to continuous professional development and learning

• Knowledge of data entry and record-keeping.

• Knowledge of support personnel within the VTSC system and their roles

Skills:

• Strong interpersonal and communication skills

• Excellent judgement and creativity

• Effective communication and interpersonal skills

• Excellent organizational and time management skills

• Ability to multitask and prioritize tasks effectively

• Good problem-solving and decision-making skills

• Organized and an attention to detail

• Perform all records management duties including preparing and maintaining accurate, timely and complete documents

• Review accuracy of data entered into databases to ensure it is compliant with CFS policies and procedures

• Perform other related tasks as assigned by Assistant Director/Director.

Abilities:

• Ability to be self-motivated in supporting the CFS Team

• Ability to maintain accurate records and data

• Ability to support a diverse community and promote diverse perspectives, cultures in an inclusive environment.

• Ability to manage filing systems both online and offline

• Ability to work under pressure and handle stressful situations

• Ability to maintain effective interpersonal relationships

• Ability to respond to customer queries and concerns

• Ability to analyze situations and determine how they could be made better

• Ability to gather information, make decisions, and respond to inquiries.

Scheduled Hours Weekly:

37.5

Budgeted Wage for this Position:

$19.13 per hour

Exempt Status:

Non-Exempt

Grade:

S09

Job Posting Responsibilities:

Unit Determination:

VSC Staff Federation - Vermont State Employees Association