Records Specialist III

BASIC FUNCTION

To perform a variety of basic and specialized recordkeeping and reporting tasks for a specialized records or information service or function of the Center for Schools, with a primary focus on basic computer data entry and manual recordkeeping, document processing, and routine report generation; perform related clerical/secretarial tasks.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Process various documents related to a specific function, such as applications, student records, and the like.

• Prepare/initiate documents; review incoming documents for accuracy and completeness; code documents; complete missing or inaccurate information; resolve discrepancies.

• Enter data in manual and computerized information files, verify/edit to ensure accuracy, update files/records regularly; distribute or file documents as appropriate.

• Maintain various specialized Center files and records, frequently involving cross-filing and/or cross-reference systems.

• Maintain various logs and other manual recordkeeping systems related to assigned functions.

• Compile a variety of standard information from both manual and computerized records and files for regular and special reports and in response to specific requests by supervisor or other CFS staff members.

• Perform other specialized clerical or technical tasks related to the Center for School's primary function as assigned.

• Perform regular record-keeping duties for the CFS:

• Perform related duties as assigned.

SUPERVISION RECEIVED

Moderate supervision is received from the Director or Assistant Director of the CFS.

MINIMUM QUALIFICATIONS

Associate’s degree in business or other appropriate discipline, plus one to two years of relevant clerical experience, or a combination of education and experience from which comparable knowledge and skills are acquired.

• Good general clerical/secretarial skills.

• Experience in maintaining moderately complex filing and records systems. Previous experience with computerized information systems desirable, and possibly required.

• Good reading, writing and math skills. Some bookkeeping/accounting training or experience may be desirable. Specific technical skills may be desirable.

• Ability to deal effectively with a wide variety of VtSU personnel and students and/or outside individuals/organizations.

KNOWLEDGE, SKILLS, & ABILITIES

Knowledge:

• Familiarity with technology and software used in educational settings and CFS

• Commitment to continuous professional development and learning

• Knowledge of data entry and record-keeping.

• Knowledge of support personnel within the VTSC system and their roles

Skills:

• Strong interpersonal and communication skills

• Excellent judgement and creativity

• Effective communication and interpersonal skills

• Excellent organizational and time management skills

• Ability to multitask and prioritize tasks effectively

• Good problem-solving and decision-making skills

• Organized and an attention to detail

• Perform all records management duties including preparing and maintaining accurate, timely and complete documents

• Review accuracy of data entered into databases to ensure it is compliant with CFS policies and procedures

• Perform other related tasks as assigned by Assistant Director/Director.

Abilities:

• Ability to be self-motivated in supporting the CFS Team

• Ability to maintain accurate records and data

• Ability to support a diverse community and promote diverse perspectives, cultures in an inclusive environment.

• Ability to manage filing systems both online and offline

• Ability to work under pressure and handle stressful situations

• Ability to maintain effective interpersonal relationships

• Ability to respond to customer queries and concerns

• Ability to analyze situations and determine how they could be made better

• Ability to gather information, make decisions, and respond to inquiries.

Scheduled Hours Weekly:

Budgeted Wage for this Position:

Exempt Status:

Grade:

Job Posting Responsibilities:

Unit Determination:

Join the Vermont State Colleges System Team

At the Vermont State Colleges System (VSCS), our mission is grounded in empowering students and strengthening communities across Vermont. When you join our team, you become part of a dedicated, statewide community that believes in the transformative power of education — not only in the classroom, but in careers, lives, and local economies.

VSCS encompasses Vermont State University, the Community College of Vermont, and our System Office, with 12 centers, 5 campuses, and more than 10 additional learning sites across the state. Deeply rooted in our communities, we provide affordable, flexible, and innovative programs designed to meet the needs of today’s learners — from recent high school graduates to adult students reentering the workforce.

Through strong partnerships and a shared commitment to workforce development, we help build a vibrant, resilient Vermont. Our employees are key to this mission. We offer competitive compensation and benefits, opportunities for growth, and a workplace culture that values collaboration, diversity, and purpose.

If you’re passionate about education that makes a real and lasting difference, we invite you to grow your career with the Vermont State Colleges System — and help shape the future of our students, our communities, and our state.