RECORDS COORDINATOR II

00024

NATURE OF WORK

This is highly responsible supervisory, clerical, and administrative work in maintaining a large and complex central records filing system.

An employee allocated to this class of work supervises the work of other employees and coordinates many varied procedures related to establishing and maintaining a large records system. An incumbent performs duties independently based on experience and knowledge of policies and procedures. Work involves monitoring, posting, and processing budgetary and personnel actions which often requires limited administrative discretion. General supervision is received from an administrative superior and work is reviewed through observation of results obtained.

Supervises a staff of clerical employees engaged in establishing and maintaining a records system.

Monitors and processes various budgetary and personnel related forms such as faculty appointment forms, contracts, personnel reports, budget amendments, the institutional budget, personnel directory, and other related forms and documents.

Establishes and maintains a large filing system for various budgetary and personnel related forms and records.

Posts and updates information to the budget, personnel records, and other related documents.

Answers inquiries concerning the status of various persons or the information contained on records; interprets policy concerning the various records maintained.

Collects and extracts data from records for various reports; submits data to be tabulated; checks tabulated data for accuracy and completeness.

Verifies information contained in the records system for legitimate requests for such information.

Types reports, charts, and correspondence.

Trains subordinate personnel in the policies and procedures related to the operation of the records system.

Performs related work as required.

Thorough knowledge of clerical and administrative practices required to coordinate a records system.

Through knowledge of the regulations and procedures of the department to which assigned.

Ability to establish and maintain complex clerical records and prepare reports from various budgetary and personnel related records.

Ability to establish and maintain effective working relationships with other employees and with the public.

Ability to recognize and maintain the confidentiality of records concerning various budgetary and personnel related matters.

Skill in the operation of various office machines.

Graduation from a standard high school supplemented with technical school or college related work; experience in administrative or clerical work and some experience in a supervisory capacity; or any equivalent combination of training and experience.