Records Specialist III

Vermont State Colleges System•Castleton, VT

About The Position

The Records Specialist III performs basic and specialized recordkeeping and reporting tasks for a specialized records or information service or function of the Center for Schools (CFS). The position focuses primarily on computer data entry and manual recordkeeping, document processing, routine report generation, and related clerical and secretarial tasks. The role processes documents such as applications and student records; prepares and reviews documents for accuracy and completeness; enters, verifies, edits, and updates information in manual and computerized files; and maintains specialized files, cross-reference systems, and logs. The Records Specialist III compiles information for regular and special reports and responds to requests from supervisors and other CFS staff. Other specialized clerical or technical duties may be assigned. Moderate supervision is received from the Director or Assistant Director of the CFS. The position is scheduled for 37.5 hours weekly and is non-exempt.

Requirements

Associate’s degree in business or another appropriate discipline, plus one to two years of relevant clerical experience, or a comparable combination of education and experience.
Good general clerical and secretarial skills.
Experience maintaining moderately complex filing and records systems.
Good reading, writing, and math skills.
Ability to deal effectively with a wide variety of VtSU personnel and students and/or outside individuals and organizations.
Knowledge of data entry and recordkeeping.
Strong interpersonal and communication skills.
Excellent judgment and creativity.
Excellent organizational and time-management skills, with the ability to multitask and prioritize effectively.
Good problem-solving and decision-making skills and attention to detail.
Ability to maintain accurate records and data and manage filing systems both online and offline.
Ability to support a diverse community and promote diverse perspectives and cultures in an inclusive environment.
Ability to work under pressure, handle stressful situations, maintain effective interpersonal relationships, and analyze situations for potential improvements.
Ability to be self-motivated in supporting the CFS team.

Nice To Haves

Previous experience with computerized information systems; this experience may be required.
Some bookkeeping or accounting training or experience.
Specific technical skills.
Familiarity with technology and software used in educational settings and by CFS.
Commitment to continuous professional development and learning.
Knowledge of support personnel within the VTSC system and their roles.

Responsibilities

Process documents related to assigned functions, such as applications and student records.
Prepare and initiate documents; review incoming documents for accuracy and completeness; code documents; complete missing or inaccurate information; and resolve discrepancies.
Enter data into manual and computerized information files, verify and edit data for accuracy, update files and records regularly, and distribute or file documents as appropriate.
Maintain specialized Center files and records, including cross-filing and cross-reference systems.
Maintain logs and other manual recordkeeping systems related to assigned functions.
Compile information from manual and computerized records for regular and special reports and in response to requests from supervisors or other CFS staff.
Perform specialized clerical or technical tasks related to the Center for Schools’ primary function as assigned.
Perform regular recordkeeping duties for the CFS.
Perform records management duties, including preparing and maintaining accurate, timely, and complete documents.
Review database entries for accuracy and compliance with CFS policies and procedures.
Respond to customer queries and concerns and gather information, make decisions, and respond to inquiries.
Perform other related duties as assigned by the Assistant Director or Director.