Specialist - Records Management

Position Type:
Secretarial/Clerical/Secretary - 12-Months

Date Posted:
3/31/2022

Location:
Lincoln Center

Closing Date:
04/07/2022

Organizational Relationship:
Under the primary direction of the Chief Information and Technology Officer of Information Technology Services.

Essential Duties and Responsibilities:
Shall provide professional support to the Permanent Records Office for all District File Services for all divisions/departments.
Specific divisional/departmental duties include but are not limited to:
1. Assist with maintaining secured, accurate, legible, up-to-date (literal) student data folders/files/card indexes/records for all areas serviced, including “Contact Sheet” and Active/Drop files.
2. Assist with creation of new files, and the destruction of files whose legal retention period has expired.
3. Maintain an accurate electronic Records Database.
4. Performs indexing for all scanned records via school offices.
5. Answer phones and check email in a timely manner; route messages
6. Attend training as necessary, review, and maintain current information on legal regulations of policies and procedures for handling and maintaining records/files
7. Maintenance and monitoring of the pupil permanent record files of all students who have withdrawn or graduated from the elementary/middle schools in the district in accordance with district policies, rules and regulations, and state or federal requirements. As of August 1978, the permanent records include health records.
8. Send out re-enrolled students’ records to in-district schools upon request. Receive, check for completeness and file withdrawn students’ permanent records.
9. Provide Health Records to the school Nurse upon request.
10. Provide information or certified copies, when requested, of records for social security, birth verification, name verification or other purposes.
11. Will create electronic duplicates of records within legal guidelines
12. Keep in confidence all records and information
13. Perform other job related duties as assigned.
14. Become familiar and proficient with the district procedures and processes for scanning records
15. Become proficient in using the district-wide scanning software for records management.
16. Workflow /timeline of records received, scanning, filing, processes. Workflow can involve collaboration with multiple departments to organize and deliver records.
17. Responsible for data integrity and auditing records management files on a regular basis.
18. Coordinate storage of records both short and long term.
19. Assist in pulling records for FOIA requests.
20. Assist with annual communication regarding records.
21. Assist and collaborate with the Training Specialist for staff training, processes and procedures.
22. Assist in annual upload of Report Card and Transcript files.
23. Obtain knowledge of the Student Information System.
24. Process social security disability and other benefit documentation in collaboration with schools
25. Process all records requests for IEPs and 504s in a timely manner in accordance with guidelines

Qualifications:
1. Commitment to the belief that all children, regardless of circumstances, can achieve at high levels.
2. Good communication, organizational, computer, and interpersonal skills required.
3. Preferred ability to work with data from multiple computer environments, including but not limited to: MAC, Windows based PC’s, district-wide networked systems including the mail and calendar systems, web-based applications, Microsoft Office and Google Suite.
4. Demonstrated ability to multitask effectively and prioritize strategically.
5. Ability to care for minute details and editing skills to ensure reliable and accurate results; verifying information for accuracy.
6. Ability to do record-keeping, prioritize and work independently with minimal supervision and follow oral and written instructions.
7. Be able to successfully work in a collaborative environment.
8. Ability to interact with all staff in a polite and professional manner.
9. Ability to plan, organize, schedule, and manage documents in a timely and effective manner.
10. Must be able to lift 50 pounds.
11. Familiar with scanning software and hardware. Preferable LaserFiche software solution.
12. Familiar with state and federal records maintaining guidelines.

Note: The above statements are intended to describe the essential functions and related requirements of persons assigned to this job. They are not intended as an exhaustive list of job duties, responsibilities, and requirements.

Work Environment: Busy office environment with multiple priorities and frequent interruptions.

Safety: The employee is responsible for taking any and all steps necessary to protect yourself and others against occupational accidents, injuries, and illnesses.

Terms of Employment: Twelve months.

Compensation: SP/12 months

ALL APPLICANTS MUST PASS THE SECRETARIAL SKILLS TEST
Human Resources – 1201 N. Sheridan Road, Waukegan, Illinois 60085
Monday – Friday 7:30 a.m. – 3:30 p.m. (Testing Hours)

Only online applications will be considered.
Apply: www.wps60.org

Waukegan Community Unit School District 60 offers employment opportunities
without regard to age, gender, race, color, gender identity, national origin, religion, marital or military/veteran status, sexual
orientation, pregnancy, parental status, genetics, disability or other protected category.