Records Specialist III (CCV Center Flexible) - Community College of Vermont : Job Details

JOB SUMMARY: The Record Specialist III performs professional and key administrative and operational functions and provides exceptional customer service for Northern Lights at CCV. Northern Lights at CCV is the hub of the professional development system for the early childhood and afterschool workforce in Vermont. This position coordinates/oversees a variety of specialized recordkeeping, reporting, and administrative tasks for Northern Lights at CCV. ESSENTIAL FUNCTIONS:

• Coordinate and oversee all daily operations associated with the assigned records service or function.
• Work autonomously including planning, tracking, completing and checking daily work assignments; assist with difficult or unusual problems or tasks; occasionally assist in interviewing and hiring; assist in training new employees.
• Process various documents related to the specific function: prepare/initiate documents; review incoming documents for accuracy and completeness; perform specialized ratings, evaluations or assessments of data; code documents; complete missing or inaccurate information; resolve discrepancies; enter data in manual and computerized information files, verify/edit to ensure accuracy, update files/records regularly; distribute or file documents as appropriate.
• Organize and maintain various specialized department files and records, frequently involving cross filing/cross reference systems.
• Provide high quality customer service to early childhood professionals, partners, and staff.
• Perform a variety of tasks associated with the development and maintenance of computerized departmental records using personal computers: maintenance and/or design and basic programming of appropriate data bases and data management/reporting systems using various PC software; initial data base input; ongoing use of the system, involving regular data input and using programs to generate a variety of regular and special reports.
• Develop and maintain various logs and other manual record-keeping systems related to assigned functions.
• Coordinate/carry out key reporting tasks associated with the assigned records function, including: designing appropriate reporting formats and planning report schedules; compiling a variety of information from both manual and computerized records and files for regular and special reports and in response to specific requests by supervisor or other staff members; verifying accuracy of information, and investigating and resolving inaccuracies; preparing final reports; performing some basic technical analysis and interpretation of report data for senior staff/administrators.
• Maintain updated record of supplies and materials needed.
• Contribute to team office maintenance and planning activities.

MARGINAL FUNCTIONS:

• Other duties as assigned.

Supervisory Responsibility: None Supervision Received: This position reports to the Northern Lights Registry Manager. MINIMUM QUALIFICATIONS (Education, Experience, Knowledge, Skills and Abilities):Education: Associate degree in business or other appropriate discipline. Experience: One to four years of relevant clerical/administrative/technical experience, or a combination of education and experience from which comparable knowledge and skills are acquired. Knowledge, Skills and Abilities:

• Ability to understand and apply large amounts of information quickly.
• Superior customer service and interpersonal communication skills as applied to interaction with culturally diverse populations, early childhood professionals, partners, and colleagues.
• Excellent problem solving skills.
• Technical knowledge and skills related to organizing and maintaining moderately complex filing and record systems.
• General office skills, including typing/word processing and general bookkeeping/accounting. Ability to work independently and as a member of a team in accomplishing
• Knowledge of specific processes, policies, and procedures of office management and procedures to include effective management of workload, i.e., prioritizing, and organizing work.

Physical Requirements: Duties performed causes light fatigue of eyes, fingers, or other faculties as a result of repetitive motion and/or long periods of standing or sitting. Duties require little physical effort in work with light to moderate (up to 25lbs) easy-to-handle materials. Working Conditions: Job is performed in general office or comparable working area with many and frequent distractions such as noise and interruptions. Work schedule may vary during high volume periods. This general outline illustrates the type of work which characterizes the job classification. It is not an all-encompassing statement of the specific duties, responsibilities and qualifications of individual positions assigned to the classification. CCV values individual differences that can be engaged in the service of learning. Diverse experiences from people of varied backgrounds inform and enrich our community. CCV strongly encourages applications from historically marginalized and underrepresented populations. CCV is an Equal Opportunity Employer, in compliance with ADA requirements, and will make reasonable accommodations for the known disability of an otherwise qualified applicant. Application Instructions: In order to be considered, please submit a complete application package which includes a cover letter, resume/CV, employment application and contact information for three professional references at: