Records Data Technician

Position Title: Records Data Technician
Supervisor: Director Information Systems
Department: Information Management and Technology (IMT)
Location: Cholla IMT
Term of Employment: 12 months
Salary Classification: Classified Hourly, Grade 15

Job Responsibilities:
Assist in facilitation and oversight of the District’s compliance with Arizona Revised Statutes and guidelines regarding Records Management.

• Process, file and organize records and files according to District policies and procedures and Arizona State Library and Archive Division in both computer and paper filing systems
• Provide customer service to individuals requesting information while also following District guidelines and observing any legal restrictions on information sharing
• Research records upon request and maintain logs of requests by tracking the movement of files and information through schedules and calendars to ensure no records are lost or misplaced
• Compose correspondence to external and internal parties as requested
• Maintain student confidence by keeping student records information confidential

Essential Duties and Responsibilities:
Overall

• Maintain comprehensive program documentation.
• Assist in execution of training and training materials.
• Assist in the collection of inactive and graduated student records from schools
• Collaborate and maintain effective communications regarding the program with district, department, and school administration.
• Verifying documents and conducting routine checks to ensure the integrity of the filing system
• Organizing and archiving records and documents
• Retrieving information from the filing system when requested, and making copies of paperwork for distribution
• Destroying records under certain circumstances in accordance with established policies and procedures

• Identify and document existing and potential sources for new data/records capture.
• Assist in development of a Data/Records classification and inventory scheme.
• Assist in scanning and uploading all existing paper-based documents into the ECMS.

• Maintain high level of understanding of laws, policies and best practices related to data management and specified data/records retention.

Knowledge and Skills:

• Knowledge and experience to perform listed duties and responsibilities.
• Skill and extensive experience with using Microsoft Excel®, Word®, PowerPoint®, and other office applications.
• Experience using records and data management tools.
• Excellent verbal and communication skills.
• Ability to examine work processes and to develop innovative process improvement suggestions.
• Ability and experience in problem solving.
• Independent thinker and self-starter.
• Skill in establishing and maintaining effective working relationships with co-workers, executive leaders and managers, state and other external entities, and the public.
• Ability to acquire knowledge of applicable Federal, State, and local statutes, rules, regulations, ordinances, and codes and PUSD policies and procedures.

Minimum Qualifications: High school diploma or GED and at least one (1) year of successful experience performing the duties and assignments listed above. Alternatively, any equivalent combination of work experience and education from which comparable knowledge, skills, and abilities have been acquired.

Other Requirements:

• Must be able to pass a fingerprint and background clearance check.
• Required to occasionally work outside normal working hours.
• May be required to lift and/or carry heavy, bulky supplies, materials, equipment, and other items weighing up to 35 pounds.
• May be required to possess and maintain a valid Arizona driver’s license.