] Office of Human Resources - Montgomery County Public Schools

OFFICE OF HUMAN RESOURCES AND DEVELOPMENT → CLASSIFICATION → PERSONNEL ASSISTANT III, DOCUMENT IMAGING

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Personnel Assistant III, Document Imaging

MONTGOMERY COUNTY PUBLIC SCHOOLS CLASS DESCRIPTION
OFFICIAL TITLE: Personnel Assistant III CODE: 4730 SQ/OQ: Optimal Qualified
WORKING TITLE: Personnel Assistant III, Document Imaging GRADE: 12 MONTHS: 12
SUMMARY DESCRIPTION OF CLASSIFICATION: Under direction, manage the inflow of mail, convert paper documents to digital images, and import them into the Document Imaging System; operate computer programs that process, convert and upload documents. The work of the class involves strong, organized document coordination; control and tracking ensuring scanned documents meet archival standards for resolution, and readability and maintain confidentiality of official employee records the school system. The office generates large volumes of confidential personnel documents on a daily basis requiring considerable work organization, monitoring, planning and quality control to ensure accurate and timely completion which is crucial to the operation of the whole office. Work requires the skilled use of computers, scanners, copier, and other office equipment, and standard office software and sensitivity to handling highly confidential personnel documents.
MINIMUM QUALIFICATION STANDARDS
KNOWLEDGE, SKILLS, AND ABILITIES: Considerable knowledge of the organization, functions and operations of Montgomery County Public School. Ability to read and comprehend written instructions, operate and use computers and office equipment. Must demonstrate ability to pay attention to detail with a high level of accuracy and to maintain confidentiality concerning personnel information. Ability to exercise independent initiative to perform both original and recurring assignments. Must be able to make decisions in accordance with established procedures and practices, and exercise judgment in the absence of clear directives. Must have strong computer skills, have experience with MS Office, PDF conversion and scanners. Requires excellent oral, written and human relations skills. Knowledge of and the ability to meet the seven core competencies of the Supporting Services Professional Growth System (SSPGS).
EDUCATION, TRAINING, AND EXPERIENCE: HS diploma or GED required. Post HS courses in business related fields.. Experience working in a Human Resources office maintaining sensitive personnel information preferred. 1-2 years of general office experience required. Proficiency in a range of computer software applications, including programs and databases such as MSWord, Excel, Fortis, and Adobe. Experience with document processing operations, including scanning, imaging, electronic document creation and retention preferred. Ability to learn new software programs. Excellent organization and time management skills. Strong attention to detail. Other combinations of applicable education, training, and experience, which provide the knowledge, abilities, and skills necessary to perform in the position, may be considered.
CERTIFICATE AND LICENSE REQUIREMENTS: None
PHYSICAL DEMANDS: (Special requirements such as lifting heavy objects and frequent climbing.) Sustained use of desktop computer. Position requires sustained operation of data entry equipment (scanners, keyboard, and computer) and ability to periodically lift boxes up to 40 pounds.
SPECIAL REQUIREMENTS: (Frequent overtime or night work required, etc.) None
OVERTIME ELIGIBLE: Yes

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

(The job duties listed are typical examples of the work performed by this job classification. Not all duties assigned are included, nor are all duties listed performed in every office.)


Provide internal and external administrative support research questions and provide accurate information.

Answer phone calls and respond to inquiries from employees, administrators and outside agencies regarding personnel files, documentation and employment verification records.

Manage on-request document retrieval, review, and filing projects Responsible for opening mail, sorting personnel documents into appropriate document types, preparing documentation for document imaging and indexing while maintaining confidentiality

Maintain proper settings of scanner and software controls to maintain quality control of scanned documents.

Index batches and individual documents by entering required data to link documents to individual accounts for future retrieval.

Conduct employee file reviews with current and former employees

Assist in entering evaluation data into HRIS/Lawson

Maintain and compile statistics regarding personnel transactions and record retention using Microsoft Word and Excel

Operate and perform basic maintenance on the scanning equipment as suggested in the product manual such as cleaning, refilling toner and paper etc.

Prepare documents for post scan storage or recycling.

Perform all job tasks with accuracy to ensure retrieval.

Maintain quality control to ensure that document imaging complies with MCPS policies and procedures ensuring personnel confidentiality

Maintain inventory files. Maintain a filing system for all personnel documents.

Performs related work assignments as required.
Class Established: 7/92
Date(s) Revised: 7/93, 8/96, 11/13
Last Reviewed:

This description may be changed at any time.