] Office of Human Resources - Montgomery County Public Schools

OFFICE OF HUMAN RESOURCES AND DEVELOPMENT → CLASSIFICATION → OFFICE ASSISTANT IV, CENTRAL RECORDS UNIT

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Office Assistant IV, Central Records Unit

MONTGOMERY COUNTY PUBLIC SCHOOLS CLASS DESCRIPTION
OFFICIAL TITLE: Office Assistant IV CODE: 4050 SQ/OQ: Senior Qualified
WORKING TITLE: Office Assistant IV, Central Records Unit GRADE: 11 MONTHS: 12
SUMMARY DESCRIPTION OF CLASSIFICATION: Under general supervision, assists the supervisor of student record management with duties related to content development and ongoing training of all Montgomery County Public Schools (MCPS) record keepers, the graduation validation process, the Maryland State Department of Education (MSDE) student record audit and performs various office clerical tasks related to retrieving and retaining student records.
MINIMUM QUALIFICATION STANDARDS
KNOWLEDGE, SKILLS, AND ABILITIES: Knowledge of record keeping requirements and processes, MCPS graduation requirements, working knowledge of business English and spelling, modern office practices and procedures, and office equipment including computer terminals, printers, scanners and similar devices. Working knowledge of MCPS organization and internal office procedures. Ability to perform a wide range of standard office clerical tasks quickly and efficiently and with high level of detail. Ability to maintain complex record systems and compile data from such records. Ability to make decisions based upon experience, good judgment, and established departmental policies, procedures, and regulations. Familiar with student records such as transcripts, student record cards, and immunization records. Ability to maintain confidentiality of student records and understanding of FERPA regulations. Familiar with student record retention rules. Ability to operate office technology tools including telephone, fax, U.S. Mail, and microfilm-reader/printers; and, proficiency with software including Word, Excel, OASIS and myMCPS. High level of customer service and oral and written communication skills. Knowledge of and the ability to meet the seven core competencies of the Supporting Services Professional Growth System (SSPGS).
EDUCATION, TRAINING, AND EXPERIENCE: Associates degree required, Bachelor¿s degree preferred. Three years of experience in progressively responsible office, general clerical or typing work. School-based experience a plus. Other combinations of education, training, and experience, which provide the knowledge, abilities, and skills necessary to perform effectively in the position, may be considered.
CERTIFICATE AND LICENSE REQUIREMENTS: None
PHYSICAL DEMANDS: (Special requirements such as lifting heavy objects and frequent climbing.) Frequent lifting and storing of boxes (up to 40 pounds) containing student records.
SPECIAL REQUIREMENTS: (Frequent overtime or night work required, etc.) Attainment of a required score on the MCPS Typing Test may be required of designated positions. Seasonal schedule constraints: limited leave during peak work period between June 15 and August 15.
OVERTIME ELIGIBLE: Yes

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

Uses knowledge of MCPS system to interact throughout the organization to ensure that information is properly understood and acted upon.

Assists with content development for comprehensive training program for MCPS record keepers.
Participates in graduation validation process with Central Office team.
Collects and reviews MCPS student records ahead of MSDE biennial audit.
Processes transcript and diploma requests for former students.
Receives, processes, and archives a large volume of student records.

Scans student records using high-speed scanner.

Maintains secure storage of confidential records on students with Individualized Education Program (IEP)s and student psychological records.

Physically moves and stores heavy boxes of student records in central records unit warehouse.

Customer service duties including (but not limited to) responding and resolving inquiries regarding student records and services, explaining requirements and assisting callers in completing forms or other actions.

Responds to requests by former students, MCPS school staff, central office staff, government agencies, verification agencies, law enforcement, legal offices and health organizations.

Performs related duties consistent with the scope and intent of the position.
Class Established: 7/1992
Date(s) Revised: 7/1993, 7/2009, 6/2017, 2/2020
Last Reviewed:

This description may be changed at any time.