Job Title: Records Management Assistant

Reports to:Records Management Coordinator
Typical Schedule:245 days/7.5 hours
Bargaining Unit:USEP SRP

 

FLSA:Non-Exempt
Job Code:5084
Salary Schedule:18B

JOB GOAL

Responsible for the digital conversion, storage, retrieval, and printing of records for schools and departments.

ESSENTIAL DUTIES & RESPONSIBILITIES

The following statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. These statements are not intended to be construed as an exhaustive list of all duties and responsibilities required of those in this position.
  1. Operate the digital scanning equipment for conversion of records and documents.
  2. Organize, convert, and integrate files for digital conversion or storage.
  3. Assist with the records destruction process in compliance with local, state and federal rules and regulations for retention.
  4. Monitor digital conversion and storage activities by maintaining log of services.
  5. Compile periodic reports related to conversion services.
  6. Review record retention laws and guidelines regularly to ensure compliance.
  7. Perform other duties as assigned.

MINIMUM REQUIREMENTS

Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty successfully. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

KNOWLEDGE, SKILLS & ABILITIES

  • Ability to operate digital scanners and other related equipment.
  • Operating knowledge of computer programs, including email, word processing, spreadsheets, and data bases
  • Ability to communicate effectively with a variety of audiences, orally and in writing, including electronic media
  • Ability to organize, prioritize, manage and carry out duties efficiently and within established timeframes
  • Ability to establish and maintain effective working relationships with all stakeholders

EDUCATION, TRAINING & EXPERIENCE

  • High school diploma or equivalent.  

CERTIFICATES, LICENSES & REGISTRATIONS

  • Appropriate valid Florida driver’s license
  • Must maintain a driving record that meets the standards of the District Safe Driver II Plan. Driver license must be maintained as a condition of continued employment

PREFERRED QUALIFICATIONS

  • Experience in digital conversion of records.

SUPERVISORY RESPONSIBILITY

None

PHYSICAL REQUIREMENTS

Light Work: Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently. If the use of arm and / or leg controls require exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated as Light Work.

PHYSICAL ACTIVITY

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is required to sit, talk and hear; stand and walk; use hands to finger, handle, or feel; reach with hands and arms. The employee occasionally lifts and/or moves up to 25 pounds. Specific vision ability required by this job includes close vision, distance vision, and the ability to adjust focus.

WORKING CONDITIONS

Indoors: The worker is subject to inside environmental conditions. There is protection from weather conditions but not necessarily from temperature changes.

Noise: The worker is subject to noise. There is sufficient noise to cause the worker to shout in order to be heard above the ambient noise level.

Vibration: The worker is subject to vibration. There is exposure to oscillating movements of the extremities or whole body.

MACHINES, TOOLS, EQUIPMENT

  • General office equipment, including personal computers, fax machines, copiers, telephones, etc. Must be able to drive a district vehicle to various school locations and cost centers.

TERMS OF EMPLOYMENT

Salary and benefits shall be paid consistent with the District’s approved compensation plan. Length of the work year and hours of employment shall be established by the District.

Performance of the job will be evaluated in accordance with provisions of the School Board’s policy on evaluation of personnel.

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Pasco County Schools will provide reasonable accommodations to qualified individuals with disabilities to allow them to perform the essential functions of the job when such individuals request an accommodation.

Records Management Assistant;   EST: June 29, 1993;   REV: September 5, 2017;   Board Approved: September 5, 2017