Assistant Records Management Officer

Position Details

Position Information



Position Type Civil Service Classification Title Assistant Records Management Officer Position's Functional Title Assistant Records Management Officer Position Start Date Position End Date (if temporary) Position Summary
Governors State University is seeking to hire an Assistant Record and Management Officer to be responsible for maintaining and managing student academic records as it relates to the compliance of the State of Illinois regulations. This position oversees the accuracy and production of transcripts for the office.

Essential Responsibilities
40% Organize and maintain student records in compliance with the State of Illinois retention regulations. Manage storage of student records and complete the Archive File Project. Respond to inquiries related to records and student files.

20% Process Grading and Transcript information and input data into student database. Review transcript information for accuracy.

10% Plan and implement procedures for records maintenance and disposition policies, as approved by the administration. Develop and review registrar’s office policies related to the maintenance and disposition of records, especially for electronic storage of records.

10% Manage the Reverse Transfer Process.

10% Assist and serve as front desk coverage backup.

10% Other responsibilities as assign (e.g., graduation and commencement).

Wages: $16.23 per hour

NOTE : THIS POSITION MAY BE OFFERED AS FULL - TIME OR PART - TIME (75%), BASED ON THE CANDIDATE .

This position qualifies for an expansive suite of fringe benefits including, various insurance options, paid time off, retirement and investment options, and tuition waivers. Visit: https://www.govst.edu/benefits/. Minimum Qualifications
REQUIRED : COLLEGE / UNIVERSITY TRANSCRIPTS, WHICH INCLUDES THE EARNED DEGREE AND CONFERRED DATE MUST BE ATTACHED FOR CONSIDERATION OF THIS POSITION (See “Special instructions to applicants” section below).

1.
A. Bachelor’s degree in administrative sciences or business administration
OR
B. Three years of experience in management of records systems and micrographics technology
OR
C. Any combination of (i) college training in administrative sciences or business administration and (ii) experience in records systems management and micrographics that totals three years

For more details about this classification, visit: https://www.sucss.illinois.gov/pages/classspec/Detail.aspx?tblClassIndexID=2084.

Preferred Qualifications
Desired Education and Experience

• At minimum of two (2) years of experience in the administration and management of records.
• Experience with Ellucian Colleague Experience with Lexmark (formerly Perceptive/Image Now)
• Knowledge of Family Educational rights and Privacy Act ( FERPA ) as it relates to the release of records.
• Experience working with records in higher education.

Posting Date 07/01/2022 Closing Date 07/11/2022 Open Until Filled No Posting Number CS0687P Type of Search External Quicklink for Posting https://employment.govst.edu/postings/7305 Employee ID Department Special Instructions to Applicants
DOCUMENTATION REQUIREMENT :
For consideration, applicants are required to attach the following:
1: College/university transcripts.
2: Online Application – Must be fully completed, include all dates of employment, employment status (full-time or if part-time, include percentages), job duties and responsibilities (full details).
3: Cover Letter.
4: Resume.
5: A list of three Professional References.

RESIDENCY REQUIREMENT :
Illinois residency required within 180 days of the hire date.

EXAMINATION DETAILS :
This vacancy involves an in-person paper exam. Please see the State Universities Civil Service System ( SUCSS ) website for additional details at www.sucss.illinois.gov (Specifically for this classification: https://www.sucss.illinois.gov/pages/classspec/Detail.aspx?tblClassIndexID=2084).

VETERAN’S PREFERENCE POINTS :
Veterans may be eligible to receive additional points on a passing final examination score. To determine eligibility, submit one of the following documents to the Department of Human Resources:
1: Department of Defense – DD214/DD215
2: National Guard – NGB22 Form
3: Discharge Orders
4: Reserves – DD256 Discharge Certificate

Note: Must be received by the closing date of this posting.

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. Do you have a Bachelor's degree?
   • Yes
   • No
2. Have you attach a copy of your college/university transcripts that states your degree awarded with the conferred date?
   • Yes
   • No
3. Have you completed the entire application including beginning and end dates of employment, full time/part time status, and percentages?
   • Yes
   • No
4. How did you hear about this employment opportunity?
   • Public Job Posting
   • Internal Job Posting
   • Agency Referral
   • Advertisement/Publication
   • Personal Referral
   • Website
   • Other

Required Documents
Required Documents

1. Resume
2. Cover Letter
3. List of Three Professional References
4. College/University Transcripts

Optional Documents

1. Veteran’s/Military Preference Points Documentation
2. Other
3. Other2
4. Other3