Anne Arundel County Public Schools

Oversees the systematic organization, storage, and retrieval of sensitive documents including but not limited to Student, Purchasing, Accounting, Payroll, Construction, Special Education, OT/PT, and Human Resource files.. Facilitates record digitization projects in collaboration with Logistics Support Manager and Warehouse Manager II.. Hold or be eligible for Certified Records Analyst (CRA) issued by Institute of Certified Records Managers (ICRM) preferred; and. Hold or be eligible for Driver's License (DL) Class C Non-Commercial issued by Maryland or State of Legal Residence (MVA/DMV) required.. Approved Date: 2/1/2024 Established Date: 1/1/2024 Title Code: E05719 Title: SPECIALIST: WAREHOUSE RECORDS MANAGEMENT Alternate Title: Warehouse Records Management Specialist Reports to Generic: Manager Reports to Specific: MANAGER: LOGISTICS SUPPORT

records management

Position SummaryTitle Code Specialist: Warehouse Records Management Job Summary Serves as the custodian of student and archived records stored within the warehouse. Performs highly responsible, confidential, and complex administrative and clerical duties in support of the establishment, maintenance, and compliance of records retention policies and procedures. Oversees the systematic organization, storage, and retrieval of sensitive documents including but not limited to Student, Purchasing, Accounting, Payroll, Construction, Special Education, OT/PT, and Human Resource files. Implements robust inventory control systems for efficient management of said files. Establishes and enforces security protocols ensuring compliance with data protection regulations. Ensures completeness of all student records and customer satisfaction when fulfilling record requests. Continuously seeks opportunities for process optimization. Provides guidance and direction to support staff. Additional Work Days/Hours Based on the assignment, the following additional work days and/or hours may be required as needed: <ul><li>Summer hours </li></ul>Essential Duties/Responsibilities <ul><li>Oversees and participates in the establishment, preparation, maintenance, and compliance of AACPS records retention schedule.</li><li>Analyzes workflow to determine priorities. Receives, screens, and categorizes visitors, phone calls, and email communication in order of priority and importance. Responds to requests for records and information, including but not limited to employment verifications, archived business records, and student transcript fulfillment as well as processes associated fees.</li><li>Utilizes technology and software programs such as Microsoft Office Suite, Human Resources Information Systems, Advantage Financial, Parchment, Microfiche, etc. to support the varied activities and programs of the Warehouse Records Office.</li><li>Develops schedule for inspection to determine completeness of records in collaboration with registering office.</li><li>Provides guidance and direction to support staff.</li><li>Upholds all applicable BOE Policies and laws governing records to include appropriately making the determination of what records can be accessed and by whom as well as timely and compliant destruction.</li><li>Facilitates record digitization projects in collaboration with Logistics Support Manager and Warehouse Manager II.</li><li>Provides recommendations for new policies and procedures that optimize and/or enhance the overall function of Records Office and AACPS Mission.</li><li>Establishes and maintains log of records transferred to microfiche and records stored offsite to facilitate retrieval when necessary.</li><li>Publicizes the records retention programs within the district, providing directions for implementation. Sets achievable goals for the consolidation of accumulated inactive records.</li><li>Performs other related duties as assigned within the same classification or lower. </li></ul>Minimum Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education <ul><li>Bachelor's Degree in applicable field of education from a regionally accredited college or university required; </li></ul>Experience <ul><li>Two (2) years experience working with employee, student, or business records required; and</li><li>One (1) year experience working with lead responsibilities preferred; and</li><li>Two (2) years experience handling confidential information preferred.</li><li>Or an equivalent combination of education and experience which provides the required knowledge, skills, and abilities deemed sufficient to prepare the employee to successfully perform the duties of the position. </li></ul>Knowledge, Skills, Abilities And Other Characteristics <ul><li>Knowledge of or ability to learn automated human resources information systems.</li><li>Knowledge of or ability to learn how to respond and complete employment verification requests.</li><li>Knowledge of or ability to learn public school organization and operation.</li><li>Ability to maintain a filing system and accurately file and retrieve individual records.</li><li>Ability to review materials for accuracy and completeness.</li><li>Ability to train others in tasks associated with record retention and provides guidance and direction of tasks.</li><li>Ability to maintain confidential and important operating records.</li><li>Ability to work independently.</li><li>Ability to communicate orally and in writing sufficient to express ideas or facts clearly and logically when answering questions, giving directions, and providing information.</li><li>Ability to use school-based computer applications.</li><li>Demonstrated ability to effectively work and communicate with diverse populations.</li><li>Demonstrated proficiency with business technology applications (e.g. Video/Web Conferencing, Microsoft Office Suite -Word, Excel, Outlook, and/or PowerPoint preferred). </li></ul>Licenses and Certifications Employee must retain active licenses, certifications, and enrollment as a condition of employment. <ul><li>Hold or be eligible for Certified Records Analyst (CRA) issued by Institute of Certified Records Managers (ICRM) preferred; and</li><li>Hold or be eligible for Driver's License (DL) Class C Non-Commercial issued by Maryland or State of Legal Residence (MVA/DMV) required.</li><li>Daily access to reliable transportation. </li></ul>Driving Requirements <ul><li>Driving is required to conduct bona fide Board business that is within the scope of employment in this position.</li><li>Personal Vehicle </li></ul>LEADERSHIP ROLE Lead Worker Duties/Responsibilities <ul><li>Trains employees.</li><li>Directs the work of employees.</li><li>Maintains records.</li><li>Provides feedback to assist the supervisor’s assessment of the employee’s performance.</li><li>Plans the work.</li><li>Instructs employees in specific techniques and technical methods to use.</li><li>Performs same type of work as employees the Lead Worker is assigned to lead. </li></ul>PHYSICAL DEMANDS/WORKING CONDITIONS The physical demands and working conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Physical Demands <ul><li>Standing: under 1/3 percent of the time</li><li>Walking: under 1/3 percent of the time</li><li>Sitting: between 1/3 and 2/3 percent of the time</li><li>Keyboarding: over 2/3 percent of the time</li><li>Talking: between 1/3 and 2/3 percent of the time</li><li>Hearing: between 1/3 and 2/3 percent of the time</li><li>Driving: under 1/3 percent of the time</li><li>As required by the duties and responsibilities of the position. </li></ul>Vision The vision demands with correction described here are representative of those that must be met to successfully perform the essential functions of this job. <ul><li>No special vision requirements </li></ul>Work Environment Location <ul><li>Office, school or similar indoor environment: over 2/3 percent of the time </li></ul>Noise Level <ul><li>Moderate: between 1/3 and 2/3 percent of the time </li></ul>Weight & Force Lifting and carrying requirements <ul><li>Up to 40 pounds: between 1/3 and 2/3 percent of the time </li></ul>Travel Requirements <ul><li>10% weekly day travel within the county to facilities, schools, or vendors as needed for document transport and/or meetings. </li></ul>JOB INFORMATION Approved Date: 2/1/2024 Established Date: 1/1/2024 Title Code: E05719 Title: SPECIALIST: WAREHOUSE RECORDS MANAGEMENT Alternate Title: Warehouse Records Management Specialist Reports to Generic: Manager Reports to Specific: MANAGER: LOGISTICS SUPPORT ORGANIZATION Division: Operations Business Unit: Facilities Department: Operations & Logistics Support Negotiated Agreement: N/A HR JOB INFORMATION Unit: V Days Worked: 260 FLSA Exemption Status: Exempt Grade: PG12 Click HERE to view salary scale. Scroll down to locate (Unit 5 - Professional Staff). Essential Job: Months Worked: 12 Hours Worked: 8 Job Family: Document & Record/Data Management Sub-Function: Record/Data Management VR 23118

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