Records Management Clerk

(Formerly: Clerk-Typist III/Records Clerk)

NATURE AND SCOPE OF WORK

The Records Management Clerk is responsible for providing assistance and coordination to district staff in managing records and information using the District's Record Management System.

A Records Management Clerk works according to established procedures and reports to Management.

TYPICAL RESPONSIBILITIES

Provides on-site instruction to schools and departments on how to use the District Records and Information Management Classification System and Retention Schedule, and acts as liaison during and after implementation for review of information not within the scope of the classifications.

Maintains Records Management Manual, as directed by the Supervisor, disseminating same to all appropriate staff and outside agencies.  Provide PC and Macintosh software versions to the various school districts that have purchased the manual.

Performs duties related to the organization, storage, retrieval and maintenance of paper and microfilm records in the warehouse.

Maintains documentation on the receipt, storage, retrieval and destruction of records as well as maintaining Records Centre Logs.

Receives money and issues receipts for transcript pick-up. Delivers cash/cheques to Finance Department at the Board Office as required.

Responds to requests from schools/district department and the public for the retrieval of records.

Performs routine clerical duties such as composing and typing routine correspondence, answering telephone enquiries, processing mail and arranging for general courier pick-up, administering petty cash account, etc., as required.

Composes and types routine correspondence.

Assembles, indexes, organizes and concludes filing requirements under the Records Management Program for the Records Centre.  Files office and district material such as reports, correspondence, forms, and personnel data, i.e. A & B Memo and Policy Regulation Binders.

Uses forklift in warehouse to store and retrieve records, and provides forklift service to the Reprographics Centre, as required.

Performs related duties, as required.

JOB REQUIREMENTS

KNOWLEDGE, ABILITIES AND SKILLS

Knowledge of records and information classification system and retention schedule.

Ability to utilize a computer and a variety of computer equipment and software.

Ability to organize and schedule work to meet deadlines.

Ability to make calculations relating to quantities and pricing using accurate mathematical procedures.

Ability to maintain accurate records.

Ability to regularly lift, carry and stack packages, parcels and boxes.

Ability and skill to acquire forklift certification.

TRAINING AND EXPERIENCE

Completion of grade 12 plus post secondary course in Records Management.

Two year's previous related experience or an equivalent combination of training and

experience.

LICENCES, CERTIFICATES AND REGISTRATIONS

None