Office Manager- Document Services (26-27 SY)

IRVING INDEPENDENT SCHOOL DISTRICT

OFFICE MANAGER OF DOCUMENT SERVICES JOB DESCRIPTION

JOB TITLE: Office Manager of Document Services

WAGE/HOUR STATUS: Nonexempt

REPORTS TO: Supervisor of Document Services

PAY GRADE: Paraprofessional 065 (230 Days)

DEPARTMENT: Facilities

DATE REVISED: June 2020

A Letter of Assurance will be issued for this position.

PRIMARY PURPOSE:

Provide direct support to the department''s management and diversified assistance to the Department of Document Services.

QUALIFICATIONS:

Minimum Education/Certification:

• High School Diploma and advanced clerical training, and/or an associate degree, or equivalent combination of education and experience.
• Have or be eligible to obtain a Texas Notary Public Commission.
• Have or be willing to obtain NAGARA or ICRM-CRA certification in records management.
• Have or be willing to obtain TASBO certification, Certified Texas School Business Specialist in Distribution and Inventory.

Special Knowledge/Skills:

• Possess a valid Texas Class C driver license and prove insurability with District insurance carrier;
• Demonstrate knowledge of related federal, state, and local laws, codes, and regulations.
• Demonstrate ability to be detail-oriented, dependable and trustworthy.
• Demonstrate ability to function independently with minimal supervision.
• Demonstrate ability to prioritize, manage time well, multi-task and troubleshoot.
• Demonstrate ability to communicate and interface effectively with all levels of district personnel and the public.
• Demonstrate organizational, communication, and interpersonal skills required to achieve the goals of the position.
• Demonstrate working knowledge of research and report preparation methods and techniques.
• Demonstrate ability to apply methods, practices, and terminology used in automated databases and filing systems.
• Demonstrate computer skills, specifically with MS Windows, MS Office Professional, and database systems.
• Demonstrate knowledge in the use of office, document production, and warehouse equipment.
• Demonstrate ability to analyze and interpret data.

Minimum Experience:

• Three (3) to five (5) years of clerical and/or customer service experience.
• One (1) to three (3) years of records management or library science experience; and/or maintenance and retention of student records experience.

MAJOR RESPONSIBILITIES AND DUTIES:

• Serve as department secretary: organize and manage routine work activities of the office to include the department''s calendar and budget.
• Receive visitors and telephone calls for the department; full-service customer service, handle matters of a diverse nature; including answering substantive questions, which may require research.
• Process and/or assist with all record requests received by the department under the direction of the department administrator and in compliance with privacy laws.
• Organize and maintain an accurate and efficient filing system for the department.
• Prepare/Process documents within MUNIS related to purchases, inventory, vendor payments, work orders and budget, including routine correspondence documents for approval.
• Provide regular feedback to the department supervisor regarding the status of projects or issues pertaining to the records management program.
• Monitor and maintain department contracts and service agreements for vendors and professional services.
• Prepare and maintain calendar, arrange appointments, conferences, interviews and make all travel arrangements for the department staff.
• Assist management with system administration of department''s automated systems to include SaaS, content management, records management, and electronic forms management.
• Ensure timely notification of division staff regarding issues relating to policies, procedures, and practices.
• Ensure timely notification of division staff regarding issues relating to policies, procedures, and practices.

Records Requests

• Process student records requests from various requestors in compliance with FERPA regulations and district policy.
• Assist district staff with processing student record requests in compliance with FERPA regulations and district policy.
• Process business records requests from various requestors in compliance with regulations and district policy.
• Assist the Records Officer with processing Public Information Act (TPIA) requests, as needed.

Records Management

• Assist campus staff in following district student record procedures.
• Process records management requests from district staff to control, maintain, and/or dispose of district records.
• Assist district staff with records series classification and inventories.
• Assist with maintaining the Records Center.
• Assist with records management meeting preparations and training.
• Keep abreast of technical, legislative and professional trends and developments affecting records management and disseminate information to the appropriate personnel.
• Manage and maintain the District's forms database and department webpage.

Accounting

• Handle cash receipts, accounts receivable & payables and budgets associated with department.
• Process department payroll for paras and auxiliary staff, to include time and leave.

Other

• Provide notary services for the department.
• Exhibit behavior that is professional, ethical, and responsible and serve as role model for staff and public.
• Adhere to instructions and guidance from project leaders in a professional manner.
• Attend all related meetings, as required.
• Maintain confidentiality of information.
• Other duties as assigned.

SUPERVISORY RESPONSBILITIES:

None

EQUIPMENT USED:

Personal computer, printer, digital copier, fax machine, mail meter, multi-line phone system, radio communication equipment, digital camera, scanners, ladder, 2 or 4-wheel dolly and industrial shredder.

WORKING CONDITIONS:

Mental Demands:

Maintain emotional control under stress, work with frequent interruptions, reading, concentrating, communicating (verbal and written), coordinating, compiling, copying, sorting, computing and summarizing.

Physical Demands/Environmental Factors:

While performing the duties of this job, the employee is regularly required to sit; handle tools and equipment; and communicate effectively. The employee is occasionally required to stand and walk. The employee must routinely lift and/or move up to 25 pounds. The noise level in the work environment is usually moderate. Work around moving objects or vehicles with occasional exposure to temperature extremes (hot or cold), and dust. Be able to routinely travel within the district, for deliveries, etc. and for training.

Safety: Contribute to the prevention of accidents and injuries by observing safety rules and District policy, practicing the principles and skills taught in safety training, wearing personal protective equipment as required, reporting injuries and incidences immediately to supervisor, and being proactive in the ongoing efforts to improve and maintain workplace safety.

The information contained in this job description is for compliance with the Americans with Disabilities Act (ADA) and foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities, duties, and skills that may be required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.