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Job Standard for Technical Records Specialist III

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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#

Technical Records Specialist III Overview

  • Person Group: Classified
  • Job Code: 1105
  • Pay Grade: J
  • FLSA Status: Non-Exempt
  • Career Level: Level 3
  • Family: General Administration
  • Function: Administrative Operations

Purpose

Analyzes and assesses specialized and complex technical records issues in a lead role; determines relevant components for decision making and problem solving from a variety of sources; reviews legal documents; issues decision letters; performs related work.

Level Scope

Regularly works on tasks that are varied and complex. Applies full range and job knowledge; frequently adapts procedures, techniques, tools, materials, and/or equipment to meet specialized needs; may serve as lead; performs broad and/or focused assignments under general supervision; originality and ingenuity are often required to help establish procedures in functional area; relies on experience and judgment to plan and accomplish assigned tasks.

Minimum Qualifications

Some knowledge of: supervisory practices.

Experience: records management; interpreting, applying or explaining state or federal laws, rules, and policies; researching and reviewing legal documents for compliance with laws and to identify and resolve complex issues (e.g. court orders, contracts, ownership, deeds, trusts, tax returns); creating correspondence and documents using word processing software.

Knowledge, Skills, and Abilities

  • Knowledge of administrative and clerical procedures and systems
  • Knowledge of principles and processes for providing customer and personal services
  • Ability to communicate information and ideas effectively
  • Ability to manage time and priorities for yourself and others

Essential Functions

Key Responsibilities

60% of Time the Technical Records Specialist III must:

  • This is the third of three levels in the Technical Records series. This level performs as the subject matter expert and is distinguished from the Technical Records Specialist 2 by providing consultation regarding applicability and legal requirements. Typically the lead worker in a unit, directing the work of Technical Records Specialists 1 and 2 and providing training.
  • Explain priorities; resolve problems associated with staff assignments; schedule jobs to be accomplished; train staff; review work to ensure compliance with laws, regulations and policies; prepare input into performance evaluations; coordinate the interview and hiring process and provide recommendation of candidates for employment; provide work direction and answer questions requiring subject matter expertise; track and analyze problems with processes forms, system configurations and develop solutions for management consideration; collaborate with IT for systems use and upgrades.
  • Review documents to determine appropriate actions, ensure accuracy of computations and compliance with policies and procedures; research, analyze, and resolve complex problems in processing documents; correct or reject incomplete or erroneously submitted documents; contact customers or other involved parties to explain changes, actions, and errors, or resolve problems and gain compliance; question others to obtain or verify information; approve changes and make modifications, adjustments or recalculations; assess penalty and interest; may approve and issue tax refunds; interpret, apply, and provide information on laws, rules, requirements, and procedures; review and analyze legal documents for discrepancies; compose letters to address and resolve issues; conduct one-on-one conversations with customers and/or stakeholders to resolve complex discrepancies; provide guidance to staff; collaborate with others including attorneys, prosecutors, and/or law enforcement; advise customers of appeal or protest rights.

35% of Time the Technical Records Specialist III

Determined by department needs

5% of Time the Technical Records Specialist III

Perform other duties as assigned

Work Environment and Physical Demands

Some positions may involve frequent bending, moving, lifting, and carrying material weighing up to 50 pounds; some positions may involve moving, lifting, and carrying material weighing up to 70 pounds; standing up to eight hours each day; working in all weather conditions; exposure to high noise levels and require wearing hearing protection.

Travel Requirement

Not applicable for Technical Records Specialist III

Career Path

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

Disclaimer

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.