Clerk II, Records

PURPOSE AND SCOPE:

Responsible for assisting with most aspects of processing grades, general clerical duties, answering phone and greeting visitors to the office of Student Information Services.

ESSENTIAL JOB FUNCTIONS:

• Assist with printing of grade scan sheets.

• Assist colleges with scanning of grade sheets.

• Assist with preparation and mailing of student grade mailers, verification requests, mailing lists and subpoenas.

• Answer Student Information Services multi-line phone and take messages and refer callers to appropriate services.

• Greet and refer visitors including, but not limited to students and vendors.

• Maintain security requirements concerning the release of protected information.

• Assist with computer terminal operations during peak times.

• Assist colleges and telephone inquiries into student records.

• Perform additional job-related duties within reason and capabilities as directed.
  

KNOWLEDGE, SKILLS, EXPERIENCE:

• H.S. diploma required.
• One to five years experience data entry and computer experience.
• General records management ability; general office and filing skills.
• Courteous telephone and public communication techniques.
• Team player. 
• Ability and desire to comply with state and federal regulations regarding public records.

Preferred:

• AA preferred.

EQUIPMENT USED:

PC workstation running on a LAN in a Microsoft Windows environment, calculator, multi-line phone, fax, pressure sealer for mailers and other general office equipment.

CONTACTS:

College/District Staff - Contact with faculty and staff as necessary to carry out the general duties of the position.

Students - Student visits to see Veterans Specialist and calls concerning records.

External - Vendors representing technical companies, office products companies and storage facilities, etc.

COMPLEXITY/EFFORT:

Position requires operating a multi-line phone, fax, PC, copier/collator, printer, pressure sealer for mailers and general office equipment. Attention to details, maintaining organization and team spirit are essential to the position.

WORKING CONDITIONS:

Open office environment with light lifting required for filing and shredding.

GENERALIZED WORK ACTIVITIES:

• Processing Information - Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.

• Getting Information - Observing, receiving, and otherwise obtaining information from all relevant sources.

• Communicating with Supervisors, Peers, or Subordinates - Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.

• Communicating with Persons Outside the Organization - Communicating with persons outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.

• Performing for or Working Directly with the Public - Performing for people or dealing directly with the public. This includes serving customers in restaurants and stores, and receiving clients or guests.

• Working with Computers - Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.