Technical Records Specialist 2 - Fingerprinting-BIC

Idaho Department of Education

This position is exempt from classified state service and the rules of the Division of Human Resources and the Idaho Personnel Commission.

Please note: Applications will be accepted through 11:59 PM MST on the posting end date.

The Idaho Department of Education (Department) is dedicated to serving and providing common-sense leadership, support, and resources to educators across the state. The knowledge, skills, and experience of the Department's employees are among our most valued and important assets. Employment with the Department provides a rewarding career that positively affects the lives of children in Idaho. To learn more, please visit our website at http://www.sde.idaho.gov/.

The Certification and Professional Standards division at the Idaho Department of Education (IDE), in part, verifies educator certification and credentials, including background investigation checks and fingerprinting. This position will receipt and process all fingerprint cards submitted to the IDE. This may involve researching rules, regulations and policies, problem solving, and independent judgment in determining an appropriate course of action.

This position performs high-level record and file management duties, such as; receipting fees and maintaining receipt logs for background investigation checks. This individual will be responsible for entering and processing fingerprint cards, assisting school districts and applicants with the background check process, perform data entry, and provide quarterly escrow account balances. Emphasis will be placed on accurate data entry, strong organizational skills, attention to detail, and the ability to maintain confidentiality.

RESPONSIBILITIES:

• Provide clear and concise guidance to customers about the background investigation check process and regulations when responding to emails, phone calls, and walk-ins.
• Maintain communication with background check contacts at school districts, bus companies and charter schools.
• Receipt money after fingerprint packets have been reviewed, record and receipt money on Excel spreadsheet. At the end of the day verify deposit amount, create receipt for accounting, and turn in all deposits.
• Prepare quarterly escrow account statements for school districts/bus companies and assist them with reconciliation when necessary.
• Data entry; process fingerprint cards through a Crossmatch LiveScan system and import daily data into the Teacher Certification Application (TCA).
• Write letters of explanation and return incomplete background check packets. Update information in TCA and appropriate spreadsheet.
• Validate fingerprint transmission success in Crossmatch system.
• Ensure accuracy and compliance with all applicable fingerprinting rules, regulations, and policies.
• Provide a copy of background check results to individuals that request such information through the use of a release form.
• Scan and upload corresponding forms for all background checks.
• Process rejected fingerprint notices, enter into TCA, send notification to districts and individuals, process second rejected prints, and enter results in TCA.
• Maintain confidentiality while working with sensitive and restricted data.
• Scan and file fingerprint cards and background investigation check documents.
• Reconcile BIC deposits and escrow accounts.
• Mail out fingerprint cards and packets to districts and individuals, as requested.
• Other duties as assigned.

BACKGROUND CHECK REQUIRED: Due to work with sensitive and restricted data, incumbent will be required to pass a fingerprint background investigation within ten (10) days of being employed. MINIMUM QUALIFICATIONS: · Good knowledge of office support functions, including word processing, filing, composing business documents, and customer service. · Experience researching, compiling, and summarizing data for reports or program records. · Experience interpreting, applying, and explaining complex information, such as regulations, procedures, or application requirements. · Experience with data entry and electronic record systems, including updating records, processing applications, or maintaining tracking spreadsheets. · Experience handling confidential or sensitive information with discretion, accuracy, and adherence to privacy requirements. · Experience independently solving problems and performing liaison activities, such as communicating with applicants, school districts, or agency partners. · Experience coordinating activities requiring multiple steps, such as reviewing application packets, processing fingerprint cards, or managing financial workflows. · Experience with financial transactions, including receipting payments, preparing deposits, or completing reconciliations. · Experience communicating effectively in person, by phone, and in writing, providing accurate information to customers and stakeholders DESIRED QUALIFICATIONS:

• Experience deescalating complaints and upset individuals in a business setting.
• Experience reviewing documents for compliance with established procedures.
• Proficient in Microsoft Excel to include understanding and using formulas, managing data with tables, analyzing data and problem-solving when there are errors discovered during reconciliation.

PHYSICAL REQUIREMENTS: (with or without reasonable accommodation) This position requires the ability to perform the following physical and job-related tasks: · Operate standard office equipment such as a computer, telephone, copier, and scanner. · Perform general administrative duties including typing, filing, answering phones, processing paperwork, and assembling office materials. · Read, review, and process both printed and digital documents. · Navigate websites and online systems; identify and respond to safety concerns; greet and assist visitors. · Maintain focus and attention to detail for extended periods. · Understand, communicate, and follow through on program support tasks and responsibilities. · Approximately 90% of time is spent sitting at a desk or workstation, up to 4 hours at a time. · Approximately 10% of time is spent standing, walking, bending, or kneeling. · Occasionally lift items, typically weighing under 5 lbs., and occasionally up to 20 lbs. TRAVEL REQUIRED: Technical Records Specialists typically do not travel but may occasionally be requested to do so. BENEFITS: The State of Idaho offers a robust total compensation package, including medical, vision, and dental insurance; PERSI retirement benefits; paid sick, vacation, and parental leave; and 11 paid holidays per year. For additional information related to benefits and/or State programs, please visit https://dhr.idaho.gov/StateEmployees/Benefits.html.* ADDITIONAL BENEFITS INCLUDE: Vesting in the Public Employee Retirement System of Idaho (PERSI): All employees of the Idaho Department of Education are non-classified. They are appointed by the elected official and serve at the pleasure of the elected official. As such, employees working at a non-classified agency are considered vested in the PERSI retirement system after five (5) consecutive months of service, versus five (5) years of service at a classified agency. Tuition Fee Waiver: All Idaho Department of Education employees in permanent full-time positions may register for instructional courses during any academic period, at any participating state funded institutions of higher education, for a $20.00 nonrefundable registration fee per semester and $5.00 per credit hour charge. TO APPLY: To apply for this position, please submit 1.) a customized letter of interest, 2.) a resume, and 3) a list of three professional references. Attach the resume to your online application. Insert your letter of interest and references into the space provided in the questions section of the application. Your letter of interest should specifically address how your education, training and work experience meet the responsibilities, qualifications, and required skills of the position. A writing sample, such as a letter of interest, provides an opportunity to evaluate your writing skills as well as your ability to demonstrate you meet the qualifications of the position. Your resume must clearly support the information provided in your letter of interest. A resume does not substitute for a letter of interest. Applications that do not include a letter of interest will not be accepted. EEO/ADA/VETERAN: The State of Idaho is committed to providing equal employment opportunities and prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities and prohibit discrimination against all individuals based on their race, color, religion, political affiliation or belief, sex, national origin, genetics, or any other status protected under applicable federal, state, or local laws. The State of Idaho is committed to access and reasonable accommodations for individuals with disabilities, auxiliary aids and services are available upon request. If you require an accommodation at any step in our recruitment process, you are encouraged to contact (208) 334-2263 (TTY/TTD: 711), or email ada.coordinator@dhr.idaho.gov. Preference may be given to veterans who qualify under state and federal laws and regulations.