Records Archivist

Position Overview

The Records Archivist is responsible for analyzing, purging, scanning, verifying, preserving, and providing access to LCPS student records.  This position requires following the established guidelines for records management and archival for permanent and inactive student records. Critical to this position is the maintenance of records management systems, including the student information system, enterprise content management system, and an online system for records requests. The Records Archivist provides services to school departments, alumni, the public, businesses, lawyers, court personnel, town employees, municipal boards and committees, State and Federal employees, vendors, and town departments. Contacts require courtesy and discretion in all communications by telephone, personal discussion, and correspondence, including email with highly confidential student information.

Roles and Responsibilities

The following information is intended to describe the overall nature and scope of the work being performed in relation to the position. This is not a comprehensive listing of all responsibilities or tasks; other work may be assigned when deemed appropriate:

• Provides administrative support to the Student Records Manager
• Adheres to professional code of ethics while dealing with confidential information
• Complies with FERPA and Library of Virginia Records Management Guidelines and retention schedules as it pertains to student records
• Analyzes, investigates and resolves discrepancies prior to archiving and purging critical records
• Locates archived records upon request
• Utilizes enterprise content management system to fulfill records requests and verifications of enrollment
• Ensures integration between enterprise systems for complete and accurate student records
• Works cooperatively with schools regarding proper handling and disposition of student cumulative files
• Fulfills school supply requests for student cumulative folders

Qualifications

Below are the qualifications for this position:

• High School Diploma or GED required
• Ability to research, analyze, compile and summarize data; identify specific procedural problems and make corrections
• Experience using databases, student information and enterprise content management systems
• Ability to determine and set work priorities, maintain confidentiality, work independently and effectively; ability to work and respond calmly under pressure
• Strong oral and communication skills, strong interpersonal skills; ability to work effectively with many different audiences including but not limited to parents, school-based employees, central office administration, and private agencies
• Strong analytical, organizational, and research skills
• Knowledge of modern office practices and procedures; of standard office appliances including desktop PCs, standard office software such as Microsoft Office Suite, scanners, printers, and photocopy machines
• Ability to perform continuous routine and repetitive office machine operation; to perform general clerical work accurately and quickly; to work cooperatively with others; to work under pressure and with frequent interruptions

Physical Requirements

The following provides a brief description of physical requirements for this position:

While performing the duties of this job, the employee is regularly talking, expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly. The employee must possess normal cognitive abilities including the ability to learn, recall and apply certain practices and policies. Frequently sitting and/or remaining in a stationary position for long periods of time. Exerting up to 50 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.

FLSA status:  Non-Exempt

Salary: Banded Rates, Band 6

Months/Days/Hours:  Varies

Reports to: Manager of Student Records

Telework Eligible: Yes

Location: Round Hill Center

Telework Disclosure

Employees who perform the responsibilities of the above position have been identified as having the potential to telework. Telework is defined as completing one's duties and responsibilities at a site other than one's assigned duty location. In order to be eligible for telework privileges, an employee must have demonstrated consistent, positive performance and have the support and approval of their direct supervisor. In addition, these employees must have reliable high-speed internet and a designated workspace that allows them privacy while completing sensitive and confidential work.  Employees who are non-exempt and are teleworking will work their required scheduled hours and gain approval from their supervisor if they work more than 8 hours a day or more than 40 hours in a workweek.  Teleworking privileges can be amended, changed, or revoked based upon the performance of the employee, as well as the needs of Loudoun County Public Schools.