POSITION TITLE (Oracle title)

CENTRAL RECORDS TECHNICIAN

WORKING TITLE

Central Records Technician

SCHOOL/DEPARTMENT

Counseling and Student Services

LOCATION

Crossroads II, Cary, NC

PAY GRADE

Noncertified Grade 21

FLSA STATUS

Nonexempt

ELIGIBILITY FOR EMPLOYMENT CONTRACT

No

WORK WEEK SCHEDULE

Monday-Friday (occasional evenings and weekends) Position is not eligible for hybrid telework workweek

POSITION PURPOSE:

Provides quality, immediate services to persons making requests for information found within student record

files. Receives student records from all school locations, is responsible for assuring required documentation is

accounted for within each record and prepares records for electronic scanning. Provides assistance to schools,

school registrars, and individuals with questions and/or concerns related to record management/acquisition.

MINIMUM QUALIFICATIONS: 

KNOWLEDGE, SKILLS, AND ABILITIES (KSAs);

• Considerable knowledge of Microsoft Office, specifically Word, Excel, and PowerPoint; Google Apps;
• Excellent customer service and interpersonal skills;
• Ability to communicate clearly and concisely both in oral and written form using a variety of communication techniques and tools to ensure the appropriate flow of information, collaborative efforts, and feedback;
• Ability to establish and maintain effective working relationships with administrators, teachers, support staff, parents, and community members.

EDUCATION, TRAINING, AND EXPERIENCE

• High school diploma or equivalent;
• Experience with maintaining and organizing records.

CERTIFICATION AND LICENSE REQUIREMENTS

None

PREFERRED QUALIFICATIONS:

• Post-secondary coursework in a related field.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Monitors student record transfers, storage of records, and purging of records to ensure the accessibility of records in compliance with applicable laws.
2. Prepares student records for electronic scanning by sorting through each record to assure all required documentation has been accounted for and makes contact with school registrars in the event of missing documents.
3. Provides efficient customer service to customers requesting copies of records or other information.
4. Provides assistance and communicate processes and procedures to internal and external registrars and other clerical staff as they relate to records maintenance/acquisition.
5. Requests repairs and replacement of equipment as needed.
6. Reviews, establishes, implements, and maintains continuous evaluation of central records operations, processes, and procedures in an effort to ensure effectiveness and efficiency.
7. Performs other duties, as assigned.

WORK ENVIRONMENT/PHYSICAL REQUIREMENTS

This job operates in a professional office environment and has a noise level of mostly low to moderate. This role routinely uses standard office equipment such as computers, scanners, and copiers. The position, at times, must be able to come into direct contact with school system staff and staff members of external funding agencies, and the community. Work is considered medium physical work, requiring the exertion of up to 50 pounds of force. Must be able to lift/move boxes of records as needed throughout the storage shelves in the Central Records work area

EFFECTIVE DATE:  10/2025

DISCLAIMER:  The above statements are intended to describe the general purpose and responsibilities assigned to this position.  They are not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and skills required by the employees assigned to this position.  This description may be revised by HR and approved at any time.