Records Clerk (INTERNAL APPLICANTS ONLY)

Donna Independent School District•Donna, TX

1d•Onsite

About The Position

The Records Department Clerk will assist with maintaining the divisional records using a database to maintain and monitor file room activity and holdings. Specific duties may vary when responding to inquiries, collection maintenance and retrieval tasks.

Requirements

High school diploma or GED
Three years of clerical experience, preferably in records management/retention
Proficient skills in typing, word processing, and file maintenance
Excellent organizational, communication, and interpersonal skills
Demonstrated ability to operate a mainframe and personal computer and related software to develop spreadsheets, databases and do word processing
Ability to operate standard office equipment such as computer, typewriter, copier, fax machine, calculator and shredder
Ability to develop effective working relationships with staff, the school community, and the general public
Ability to communicate clearly and concisely, both orally and in writing
Ability to perform duties with awareness of all district requirements and Board of Education policies.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
Ability to write routine reports and correspondence.
Ability to speak effectively before staff, students and the general public.
Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
Ability to deal with problems involving several concrete variables in standardized situations.

Responsibilities

Assist in maintaining the quality, integrity, security and confidentiality of sensitive records.
Assist in taking incoming calls and relaying appropriate messages.
Assist in responding to customer inquiries in a timely manner.
Assist in preparing customer service requests daily in a professional and effective manner.
Assist with coordinating, organizing and tracking the destruction and removal of records.
Enter, edit and cross reference file descriptions into a database and ensure stored materials are accurately recorded.
Organize, coordinate and monitor filing of district inventory records.
Perform records retrievals, search activities and re-file records when necessary.
Maintain the indexing criterion required for imaging of documents.
Proactively communicate with customers, via verbal and written communication daily.
Prepare and verify daily time and attendance of Records Department staff.
Perform routine bookkeeping tasks, including simple arithmetic operations, for the department.
Assist with the preparation of purchase orders and payment authorizations.
Update handbooks, policy manuals, and other documents as assigned.
Answer incoming calls, take reliable messages, and route to appropriate staff.
Receive, sort, and distribute mail and other documents.
Maintain confidentiality of information.
Participate in staff development training programs to improve job performance.
Participate in meetings and special events as assigned.
Exercise professional judgment in absences; be punctual to work, meetings, and appointments.
Perform other duties as assigned by the immediate supervisor.