JOB DESCRIPTION:
The Records Technician is responsible for the scanning, imaging and maintenance of records and files, and the preparation of related reports.
- Responsible for preparing invoices for scanning and imaging. Images and maintains records retention inventory of specified and confidential department documents.
- Ensures proper indexing and naming of documents.
- Assists with coordinating with office staff to ensure proper intake and organization of all documents.
- Assists with implementing document management procedures.
- Provides excellent customer services to STC faculty, staff, vendors and other external requesters.
- STC record retention employee assists with distributing checks to employees and approved vendors, as well as fleet fuel cards to designated employees.
- Assists with review, reconciling and clearing of vendor statements as needed.
- Reconciles accounts and assists in the compilation, review and clearing of monthly staff reports.
- Assists and participates with AA Roundups and How To sessions as needed
- Prepares routine correspondence, forms, reports, and other material using standard electronic and computer-based equipment.
- Assists in preparation of confidential correspondence, reports, and other complex documents.
- Assists with preparing invoice packet for Facilities department as needed.
- Assists with review and research of stale dated vendor checks as needed.
- Assists with updates to AP policies and procedures as needed.
- Assists with processing AP invoice headers and timely payments through invoice verification, data entry processing, payment and research of any discrepancies or department billing disputes along with meeting department deadlines, and escalates unresolved matters to AP Staff and AP Supervisor.
- Assists as back up for front office personnel and cross trains within department as well as assists other Business Office departments as needed.
- Follows internal control procedures.
- Performs general office duties such as filing, faxing, copying, printing emails, answering phones, etc.
- Comply with STC policies and department procedures.
- Performs other duties as assigned.
Required Knowledge, Skills & Abilities
- Excellent oral, written and interpersonal communication skills.
- Strong computer skills with knowledge of Microsoft Office including, but not limited to, Word, Excel, PowerPoint, and Outlook, the Windows environment, and internet research skills.
- Ability to prioritize, organize, and complete multiple tasks with attention to detail, within stated deadlines.
- Ability to work independently as well as a team player within department and with others.
- Demonstrated commitment to achieving the vision and mission of South Texas College.
- Ability to read and comprehend simple instructions, short correspondence, and memos.
- Ability to write simple correspondence.
- Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
- Ability to apply practical understanding to carry out instructions furnished in written, oral, or diagram form.
- Ability to deal with problems involving several concrete variables in standardized situations.
Education and/or Experience:
- To qualify, one of the following must be met:
- College Certificate; Associate's degree preferred
- A minimum of 30 earned college hours
- At least six (6) months of related experience, preferred.