Records Specialist III

E03 Vermont State University; South Carolina; On-site; USD 22,000 - 31,000; Full time

Job summary

Vermont State University Center for Schools seeks a clerical records specialist to perform basic and specialized recordkeeping, data entry, document processing, and routine report generation. This role focuses on accuracy, file maintenance, and timely reporting within a state education system.

Under moderate supervision, you will enter data, review incoming documents, maintain files, and prepare information for supervisor requests. Schedule is 37.5 hours weekly; wage listed is $19.13 per hour.

Qualifications

• Associate’s degree in business or related field; 1–2 years clerical experience.
• Strong reading, writing and math skills.
• Experience with computerized information systems desirable.
• Ability to handle multiple tasks and manage filing systems.
• Professional communication with staff and students.

Responsibilities

• Process documents related to a specific function (e.g., applications, student records).
• Prepare and review documents for accuracy; code and resolve discrepancies.
• Enter data in manual and computerized files; update and file records.
• Maintain specialized Center files and cross-reference systems.
• Compile standard information from manual and computerized records for reports.

Skills

Interpersonal skills

Communication skills

Attention to detail

Time management

Multitasking

Education

Associate degree in business

Tools

VTSC system

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.
• 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

At the Vermont State Colleges System (VSCS), our mission is grounded in empowering students and strengthening communities across Vermont. When you join our team, you become part of a dedicated, statewide community that believes in the transformative power of education — not only in the classroom, but in careers, lives, and local economies. VSCS encompasses Vermont State University, the Community College of Vermont, and our System Office, with 12 centers, 5 campuses, and more than 10 additional learning sites across the state. Deeply rooted in our communities, we provide affordable, flexible, and innovative programs designed to meet the needs of today’s learners — from recent high school graduates to adult students reentering the workforce. Through strong partnerships and a shared commitment to workforce development, we help build a vibrant, resilient Vermont. Our employees are key to this mission. We offer competitive compensation and benefits, opportunities for growth, and a workplace culture that values collaboration, diversity, and purpose. If you’re passionate about education that makes a real and lasting difference, we invite you to grow your career with the Vermont State Colleges System — and help shape the future of our students, our communities, and our state.