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Job Standard for Records Technician

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Employee Name:

Employee ID:

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How to use this Job Standard:

  1. The Purpose, Scope, Qualifications and Job Functions are specific to this job title and can not be edited.
  2. Click “View in Google Docs/Download” and download to Word.
  3. Under Essential Functions you may add an additional 35%, specific to your department needs.
  4. Complete this standard before creating the job announcement and posting the position.
  5. This standard will be used as the new Job Description for the prospective employee.
  6. After hire is complete, insert Employee Name and PCN#

Records Technician Overview

  • Person Group: Classified
  • Job Code: 5320
  • Pay Grade: F
  • FLSA Status: Non-Exempt
  • Career Level: Level 1
  • Family: General Administration
  • Function: Administrative Support


To maintain a complex records control program for file maintenance, removal, and destruction; maintain and monitor compliance with established records management policies and procedures; perform related work.

Level Scope

Applies basic skills while developing some specialized skills in procedures, operations, techniques, tools, materials, and/or equipment appropriate to area of specialization; performs routine and/or repetitive tasks; limited decision making required; generally works under close supervision; has no or limited experience; work is performed from within specific limits of established procedures and/or defined instructions.

Minimum Qualifications

Willingness to: greet individuals, answer phones, and provide information and training to customers regarding complex retention system; bend, stoop, lift and move objects weighing up to 50 pounds; stand and walk continuously throughout an 8 hour shift; work in dusty, dirty, and hot conditions.

Experience: operating material handling equipment; entering and retrieving data using a computerized records system; researching a variety of sources to resolve problems; interpreting, explaining and applying regulations, laws, or policies.

Knowledge, Skills, and Abilities

  • Some knowledge of warehouse safety, accident prevention and loss control.
  • Knowledge of administrative and clerical procedures and systems
  • Ability to generate or use different sets of rules for combining or grouping things in different ways

Essential Functions

Key Responsibilities

60% of Time the Records Technician must:

  • Maintain and monitor compliance with established records management policies and procedures.  Process incoming records and paperwork to insure accurate record keeping. Assign vault locations, maintain tracking files on all types of media, log retrieval data when a record is requested by an agency, and maintain multiple inventory systems.  File and retrieve individual records. Review and approve requests for records destruction in compliance with Idaho Code.  Follow records destruction procedures to verify contents, note destruction, and transfer information to activity file.  Maintain and record all transfer records and logs to insure accuracy for billing purposes. Conduct periodic safety/security checks of operational and safety equipment and facilities for safety, loss control and accident prevention.    May obtain informal bids on equipment repairs and establish accounts as needed for material handling equipment.
  • Explain and apply regulations, laws, and policies to customers.  Provide information and training on transfer list procedures.  Process orders and advise customers on the necessary required information for storing and requesting documents. Conduct in-depth research to respond and provide resolution to customers’ problems.
  • Act as a lead worker to assist and direct other warehouse employees. Act as backup for delivery personnel as needed.

35% of Time the Records Technician

Determined by department needs

5% of Time the Records Technician

Perform other duties as assigned

Work Environment and Physical Demands

These positions involve utilizing independent judgment, computer operation, and the application of program knowledge as well as lifting and carrying objects weighing up to 50 pounds and receiving and unloading freight both manually or with equipment such as forklifts and pallet jacks.

Travel Requirement

Not applicable for Records Technician

Career Path

Records Management

Additional training/education or equivalent experience, as well as business need, are required for movement into higher level jobs.


Incumbent must perform the essential duties and responsibilities with or without reasonable accommodation. The above statements are intended to describe the general nature and level of work.  Final employment offers are  contingent upon a Final Candidate’s successful completion of a Background Verification, and a determination by the University that the information derived from the Background Verification does not disqualify the individual.  In addition, a Financial History Check and Motor Vehicle Record (MVR) Check may be required.