Part-time Records Clerk
San Juan College, Farmington, NM, United States
Job Title
This position performs clerical, document scanning, document indexing, and electronic document management duties in support of the institutions electronic document imaging and management processes.
Major Duties
Provides customer services; answers telephone and greet visitors; provides information and assistance; refers to appropriate personnel; takes messages and makes appointments.
Understands, explains, and follows the Family Educational Rights and Privacy Act (FERPA), related to student records.
Sorts and files completed paper documents in preparation for scanning; scans and indexes documents.
Focused support on student records during peak registration periods with focus shifting to other departments (Advising, Business Office, Financial Aid, etc.) during non-peak periods, time permitting.
Performs related duties.
Knowledge Required By The Position
Knowledge of modern office practices and procedures.
Knowledge of college and department policies and procedures.
Knowledge of computers and job-related software programs.
Skill in prioritizing and organizing work.
Skill in the use of such office equipment as a computer, scanner, fax machine, and copier.
Skill in oral and written communication.
Supervisory Controls
The Registrar assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.
Guidelines
Guidelines include college and department policies and procedures. These guidelines are generally clear and specific, but may require some interpretation in application.
Complexity/Scope Of Work
The work consists of electronic document management using the institutions document management system. The work also consists of customer service provided via email and telephone.
The purpose of this position is to provide electronic document management support for student records and other offices, as needed. Successful performance contributes to the efficiency and effectiveness of institutional operations.
Contacts
Contacts are typically with co-workers, other college employees, students and prospective students.
Contacts are typically to give or exchange information, resolve problems, and provide services.
Physical Demands/Work Environment
The work is typically performed while intermittently sitting, standing, stooping or walking. The employee occasionally lifts light objects.
The work is typically performed in an office.
Supervisory And Management Responsibility
None.
Minimum Qualifications
Ability to read, write and perform mathematical calculations at a level commonly associated with the completion of high school or equivalent.
Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/ internship or having had a similar position for one to two years.
The following REQUIRED documents must be submitted with application in order to be considered. Upload all required documents under the Application Questions 2 section for "Additional Documents Required".
Cover Letter (Required)
Curriculum Vitae (CV) or Resume (Required)
List of 3 Supervisor References. (Required)
Letters of Recommendation (Optional)
EEO STATEMENT: San Juan College is dedicated to providing equal employment and educational opportunities without regard to race, color, religion, sex, national origin, disability, age, genetic, veteran's status, or on the basis of any other category protected under federal, state and local laws.
This position performs clerical, document scanning, document indexing, and electronic document management duties in support of the institutions electronic document imaging and management processes.
Major Duties
Provides customer services; answers telephone and greet visitors; provides information and assistance; refers to appropriate personnel; takes messages and makes appointments.
Understands, explains, and follows the Family Educational Rights and Privacy Act (FERPA), related to student records.
Sorts and files completed paper documents in preparation for scanning; scans and indexes documents.
Focused support on student records during peak registration periods with focus shifting to other departments (Advising, Business Office, Financial Aid, etc.) during non-peak periods, time permitting.
Performs related duties.
Knowledge Required By The Position
Knowledge of modern office practices and procedures.
Knowledge of college and department policies and procedures.
Knowledge of computers and job-related software programs.
Skill in prioritizing and organizing work.
Skill in the use of such office equipment as a computer, scanner, fax machine, and copier.
Skill in oral and written communication.
Supervisory Controls
The Registrar assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.
Guidelines
Guidelines include college and department policies and procedures. These guidelines are generally clear and specific, but may require some interpretation in application.
Complexity/Scope Of Work
The work consists of electronic document management using the institutions document management system. The work also consists of customer service provided via email and telephone.
The purpose of this position is to provide electronic document management support for student records and other offices, as needed. Successful performance contributes to the efficiency and effectiveness of institutional operations.
Contacts
Contacts are typically with co-workers, other college employees, students and prospective students.
Contacts are typically to give or exchange information, resolve problems, and provide services.
Physical Demands/Work Environment
The work is typically performed while intermittently sitting, standing, stooping or walking. The employee occasionally lifts light objects.
The work is typically performed in an office.
Supervisory And Management Responsibility
None.
Minimum Qualifications
Ability to read, write and perform mathematical calculations at a level commonly associated with the completion of high school or equivalent.
Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/ internship or having had a similar position for one to two years.
The following REQUIRED documents must be submitted with application in order to be considered. Upload all required documents under the Application Questions 2 section for "Additional Documents Required".
Cover Letter (Required)
Curriculum Vitae (CV) or Resume (Required)
List of 3 Supervisor References. (Required)
Letters of Recommendation (Optional)
EEO STATEMENT: San Juan College is dedicated to providing equal employment and educational opportunities without regard to race, color, religion, sex, national origin, disability, age, genetic, veteran's status, or on the basis of any other category protected under federal, state and local laws.