Records Archivist

Job Overview

The Records Archivist is responsible for analyzing, purging, scanning, verifying, preserving, and providing access to LCPS student records.  This position requires adherence to established guidelines for records management and archival storage of permanent and inactive student records. Critical to this position is maintaining record-keeping systems, including the student information system, enterprise content management system, and online system for records requests. The Records Archivist provides services to school departments, alumni, the public, businesses, lawyers, court personnel, town employees, municipal boards and committees, State and Federal employees, vendors, and town/school departments. Contacts require courtesy and discretion in all communications by telephone, in person, and in correspondence, including email, involving highly confidential student information.

Roles and Responsibilities

The following information is intended to describe the overall nature and scope of the work being performed. This is not a comprehensive listing of all responsibilities or tasks; work may differ and other work may be assigned when deemed appropriate.

• Provide administrative support to the Records Supervisor 
• Adheres to professional code of ethics while dealing with confidential information 
• Complies with FERPA and Library of Virginia Records Management Guidelines as it pertains to student records 
• Analyzes, investigates, and resolves discrepancies prior to archiving and purging critical records 
• Locates archived records upon request 
• Utilizes an online records system to fulfill records requests and verifications of enrollment 
• Ensures integration between enterprise systems for student records 
• Works cooperatively with schools regarding the proper handling and disposition of student cumulative files 
• Fulfills school supply requests for student cumulative folders 

Qualifications

Below are the minimum qualifications for this job. Equivalent combinations of education and experience are also acceptable.

     Education
     High School Diploma or GED

     Experience

     Experience in customer services, discretion, and teamwork
     Experience using databases, student information, and enterprise content management systems
 

     Licenses and Certifications

     Knowledge, Skills and Abilities

• Ability to research, analyze, compile, and summarize data; identify specific procedural problems and make corrections 
• Ability to determine and set work priorities, maintain confidentiality, work independently and effectively; ability to work and respond calmly under pressure 
• Strong oral and communication skills, strong interpersonal skills; ability to work effectively with many different audiences, including but not limited to parents, school-based employees, central office administration, and private agencies 
• Strong analytical, organizational, and research skills 
• Knowledge of modern office practices and procedures; of standard office appliances, including desktop PCs, standard office software such as Microsoft Office Suite, scanners, printers, and photocopiers 
• Ability to perform continuous routine and repetitive office machine operation; to perform general clerical work accurately and quickly; to communicate effectively; to work cooperatively with others; to work under pressure and with frequent interruptions 

Physical Requirements

The following provides a brief description of physical requirements for this job:

While performing the duties of this job, the employee is regularly talking, expressing or exchanging ideas by means of the spoken word. The employee must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly. The employee must possess normal cognitive abilities including the ability to learn, recall and apply certain practices and policies. Frequently sitting and/or remaining in a stationary position for long periods of time. Exerting up to 25 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.

Reports to: Supervisor, Records

FLSA Status: Non-Exempt

Months/Days/Hours: 12 months/ 254 days/ 8 hours

Salary Level: Universal/Scale B.1 - Level 7

Salary Scale: https://www.lcps.org/compensation

Salary Range: $27.34 - $35.18

Remote Work Eligible: Partial

Union Designation: Non-Union