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Job description
Technician: Employee Records ManagementPerforms technical and administrative records management functions to support the maintenance, security, accessibility, and confidentiality of employee records in accordance with Board of Education policies, records retention requirements, and established procedures. Maintains employee records in electronic and physical formats; processes records requests; supports audits, file reviews, document imaging, and records retention activities; and provides customer service to authorized individuals seeking access to employee records.Essential Duties/ResponsibilitiesMaintains employee records in electronic and physical formats by receiving, indexing, scanning, filing, retrieving, and organizing documents within established record categories and procedures.Reviews incoming personnel documents for completeness, identifies missing or inconsistent documentation, follows up on established requirements, and refers requests for new or unusual records to appropriate staff.Processes employee records requests by retrieving records, verifying established authorization requirements, preparing documents for review or release, and maintaining records of requests and responses.Schedules and monitors employee file reviews, prepares requested records, coordinates copy requests, and processes associated fees.Assists with subpoenas, Public Information Act requests, audits, and other authorized records inquiries by gathering, compiling, and organizing requested documentation.Performs data entry, record updates, and quality control reviews within HR information systems and electronic records management systems to support accurate and complete employee records.Maintains Official Personnel Files, Local Manager Files, I-9 records, medical files, benefits files, grievance files, and other designated employee record categories in accordance with established requirements.Supports records retention, storage, retrieval, transfer, and destruction activities by preparing records inventories, coordinating file movement, and maintaining required documentation.Assists with document imaging and electronic file conversion activities by scanning, indexing, validating, and uploading records to the electronic records management system.Provides customer service and technical assistance to employees, schools, offices, and HR staff regarding records-related procedures, records requests, and document requirements.Performs other related duties as assigned within the same classification or lower.Minimum QualificationsAssociate's Degree in related field of education from a regionally accredited college or university required; or an equivalent combination of education and experience which provides the required knowledge, skills, and abilities deemed sufficient to prepare the employee to successfully perform the duties of the position.Three (3) years related administrative experience with proven knowledge and application within the related field required; or an equivalent combination of education and experience which provides the required knowledge, skills, and abilities deemed sufficient to prepare the employee to successfully perform the duties of the position.Knowledge, Skills, Abilities and Other CharacteristicsAbility to maintain and ensure confidentiality of confidential information and records.Demonstrated ability to maintain a filing system and accurately file and retrieve individual records.Demonstrated ability to review materials for accuracy and completeness.Demonstrated ability to exercise initiative, tact, and good judgment in dealing with Board of Education personnel, outside agencies, and the general public.Ability to work independently while following specific instructions and protocols.Demonstrated strong organization, communication, analytical and planning skills.Ability to work well in a team environment, handle multiple assignments, and meet deadlines.Ability to work modified work hours, as necessary, to meet the needs of the department/organization.Demonstrated ability to perform accurate data entry and audits.Demonstrated ability to effectively work and communicate with diverse populations.Demonstrated proficiency with business software (e.g. Microsoft Office Suite-Word, Excel, Outlook and/or PowerPoint preferred). For new permanent secretarial/clerical/technician hires, a minimum score on a pre-employment assessment is required.Licenses and CertificationsHold or be eligible for Notary Public issued by Maryland Secretary of State required.Hold or be eligible for Record Management Training Certificate issued by U.S. National Archives and Records Administration (NARA) preferred.Hold or be eligible for Driver's License (DL) Class C Non-Commercial issued by Maryland or State of Legal Residence (MVA/DMV) required; andDaily access to reliable transportation.Physical Demands/Working ConditionsStanding: between 1/3 and 2/3 of the timeWalking: under 1/3 of the timeSitting: between 1/3 and 2/3 of the timeKeyboarding: between 1/3 and 2/3 of the timePushing: under 1/3 of the timePulling: under 1/3 of the timeReaching (with hands and/or arms): under 1/3 of the timeClimbing (Ascend/Descend): under 1/3 of the timeStooping: under 1/3 of the timeKneeling: under 1/3 of the timeBending: under 1/3 of the timeTwisting: under 1/3 of the timeSquatting: under 1/3 of the timeTalking: between 1/3 and 2/3 of the timeHearing: between 1/3 and 2/3 of the timeDriving: under 1/3 of the timeAs required by the duties and responsibilities of the position.VisionClose vision (clear vision at 20 inches or less)Work EnvironmentOffice, school or similar indoor environment: over 2/3 of the timeNoise LevelQuiet: between 1/3 and 2/3 of the timeWeight & ForceUp to 25 pounds: under 1/3 of the timeTravel Requirements5% quarterly day travel within the county to retrieve files from the warehouse.Job InformationApproved Date: - 9/1/2026Established Date: - 4/1/2020Title Code: - B04983Reports to Generic: - Assistant ManagerReports to Specific: - MANAGER ASSISTANT: EMPLOYEE RECORDS MANAGEMENTDivision: - Human ResourcesBusiness Unit: - Investigations & ComplianceDepartment: - Records ManagementNegotiated Agreement: - Secretaries and Assistants Association of Anne Arundel County (SAAAAC)Unit: - IVDays Worked: - 260FLSA Exemption Status: - Non-ExemptGrade: - SG11;SG12
Worksite address
annapolis, MD, 21401, US
Who can apply
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