Job Details

Records Document Management Systems Specialist

Position Number: 6381306
Location: Orlando, FL
Position Type: Registrars

Records Document Management Systems Specialist

Position Number: SE2093.00000
Job Type: Staff
FT/PT: Full Time
Employee Class Description: Staff (ed. support)

General Position Description:
Categorizes and quantifies all documents to be scanned. Scans all incoming documents. Verifies readability of batches created and certifies documents attached to student records. Maintains and prepares documents for destruction as scheduled. Supports data entry of incoming transcripts, builds institutional catalogs, and verifies course articulation and equivalencies as needed.

Grade: 2021
Exemption Status: Non-Exempt
Posting Number: S3329P
Primary Work Location:
If multiple locations, what are the other locations:
Proposed Work Schedule (please note hours subject to change based on business needs): Monday through Friday: 8:00am - 5:00pm
Number of Vacancies: 1
Posting Start Date: 07/14/2025
Posting End Date: 7/28/2025
Open Until Filled: No
Temporary Position (Temp or Grant Funded Details):
Salary Range: $33,800 per year

Essential Job Functions:

1. Prepares and separates documents for the scanning process.

2. Creates an electronic file for all incoming documents and establishes the batch name, size, and type for each file.

3. Reviews and evaluates documents to determine readability and accuracy of the attachment to the student record.

4. Secures and maintains scanned documents by date to meet disposal deadlines as set in the department retention schedule.

5. Reviews electronic reports to ensure the integrity of the student record.

6. Researches and resolves errors of student records and reports any unresolved errors to the supervisor

7. Supports data entry of course work from incoming transcripts.

8. Creates institutional catalogs for incoming transfer course work and establishes course and grade mode equivalencies.

9. Assists with preparation of commencement information sessions as well as the commencement ceremony.

10. Responds to student records inquiries both online and via telephone.

11. Performs other related duties as assigned.

Required Minimum Education:
High school diploma or general education degree (GED).

Required Field of Study:

Other Required Qualifications:

Required License/Certification:

Preferred Education & Field of Study:
Associate's degree from a regionally accredited institution.

Preferred Type of Experience:
Admissions and Records experience.

Customer Service experience.

Data entry experience.

Experience scanning and archiving.

Preferred Licenses/Certification:

Knowledge, Skills, and Abilities:
Knowledge of records' policies, practices, and procedures as they relate to community colleges and student records retention.

Knowledge of personal computers and select software including Microsoft Office Word and Excel.

Ability to organize, prioritize, and make decisions.

General Working Conditions:
This job primarily operates throughout the College's worksites and grounds. The employee may be exposed to elements including but not limited to wet/humid weather, extreme temperatures, dirt, dust, fumes, smoke, and unpleasant odors. The role may also involve hazards or physical risks, which require comprehending and following basic safety precautions and may require Personal Protection Equipment.

The noise level in the work environment is usually moderate and occasionally loud. Typical physical competencies include but are not limited to remaining stationary, moving, ascending/descending, positioning self, reaching, lifting/moving objects weighing between 5-100 pounds. This job also entails communicating, discerning and exchanging information, detecting and perceiving objects up close, at a distance, and the ability to adjust focus. Cognitive abilities include but are not limited to discretion, judgment, reasoning, memory, learning, maintaining confidentiality, comprehension, problem solving, and decision-making.

The typical work environment, physical and cognitive demands listed above are representative of those that must be met by an employee to successfully perform the essential functions of this job. The College has a process to identify and make available reasonable accommodations to enable individuals with disabilities to perform the essential functions.

Job Specific Working Conditions:
This position has a reasonably low access to protected health information (PHI) and is required to participate in specialized training relative to handling of PHI.

Diversity Statement:

To apply, visit https://valenciacollege.peopleadmin.com/postings/39700