WAYLAND BAPTIST UNIVERSITY

SAN ANTONIO CAMPUS

JOB DESCRIPTION

 

POSITION: Records Secretary

 

LOCATION: Wayland Baptist University (WBU) - San Antonio Campus

                     

SUPERVISED BY: Records Manager

 

POSITION CLASSIFICATION: Non-exempt

 

POSITIONS SUPERVISED: None

 

GENERAL RESPONSIBILITIES:

Provides clerical or administrative support activities to fulfill the Records Section operations. Verifies completeness and accuracy of work, computations, and records. Interacts with coordinates, or performs activities associated with correspondence with the Plainview campus. Consults with supervisor and other personnel to resolve problems, such as equipment performance, output quality, and work schedules. Provides related services to students and staff. Files records, correspondence, cards, invoices, receipts, and other records in alphabetical or numerical order or according to the filing system used. Locates and removes material from file when requested. Returns material to file upon completion. Reviews folders and other files to determine proper order of materials and re-files according to File Order Procedures.

 

SPECIFIC TASKS AND DUTIES: 

  1. Establishes and maintains interpersonal relationships with co-workers and students.
  2. Maintains information files and processes paperwork.
  3. Organizes, plans and prioritizes work to meet specific goals.
  4. Documents and records information through data entry, transcribing, recording, storing, or maintaining information in written or electronic form.
  5. Answers telephone and provides information/assistance
  6. Sorts or classifies information, according to content, purpose, user criteria, or chronological, alphabetical, or numerical order.
  7. Locates and retrieves files upon request from authorized users.
  8. Places materials into storage receptacles, such as file cabinets, boxes, bins, or drawers, according to classification and identification information.
  9. Removes or destroys out dated materials in accordance with file maintenance schedules or legal requirements.
  10. Scans or reads incoming materials to determine filing order or location.
  11. Assigns and records or stamps identification numbers or codes to index materials for filing.
  12.  Inspects or examines materials or files for accuracy, legibility, or damage.
  13. Inserts additional data on file records (i.e. telephone numbers, address changes, etc.).
  14. Authorizes or documents materials movement, using logbook or computer and traces missing files.
  15. Makes copies of data and records, using photocopying equipment.
  16. Faxes materials as required and within the policies regarding privacy and confidentiality.
  17. Maintains file security and adheres to policies regarding privacy and release of sensitive information.
  18. Communicates effectively with supervisors and peers – provides information to supervisors and co-workers by telephone, in written form, e-mail, or in person.
  19. Performs necessary support for registration and graduation.
  20. Works in a cross-functional team capacity to develop, coordinate and implement the registration schedule and process.

             

The above statements are not a complete list of all responsibilities and duties performed by employees in this job.  Employee may perform other related duties as assigned.

 

MINIMUM QUALIFICATIONS:

Education:

  1. High school diploma or GED required with emphasis on office management/office skills desired.
  2. Bachelor’s degree in business or related skills highly desired.

Experience and Knowledge:

1.      Experience in a university administration setting, preferably student records office or registrar office.

2.      A deep commitment to Christian Higher Education and agreement with the purposes and philosophy of higher education as promoted by the Baptist General Convention of Texas in general and WBU in particular. 

3.      An understanding of and commitment to work with educational programs related to churches, businesses, industries, and the military.

 

Skills and Abilities:

1.      Must possess good computer skills with Microsoft Word, Excel, Oasis and PowerPoint experience.

2.      Must possess a working knowledge of the University Power Campus program.

3.      Must possess good verbal and written skills plus good listening skills.

4.      Must be detail-oriented and have good organizational skills.

  1. Ability to understand and interpret personnel policies and procedures.
  2. Ability to be flexible, prioritize and available to work extended hours as needed.
  3. Ability to follow directions and work cooperatively with others.
  4. Service orientation – actively looks for ways to help people and solve their problems.

 

CONDITIONS OF EMPLOYMENT:

Employment is subject to an introductory period to monitor employee performance.  Employee must be able to work as a team player, work indoors and in an environmentally controlled office area with florescent lighting, and on occasion work outdoors, be exact and accurate, pay very close attention to detail, and have transportation to and from work. The qualified applicant must be able to work flexible hours as needed. If hired, the prospective employee must present documentation within three (3) days of hire date to establish their identity and employment eligibility as required by Immigration and Naturalization Services.  Some travel required.  Must be able to operate a licensed motor vehicle, have access to a dependable motor vehicle, and possess a valid state driver’s license.  Must have and maintain a satisfactory driver’s record. The candidate for employment will be subject to a background check and may be requested to take a drug test.

 

If requested, reasonable accommodations will be made for persons with disabilities for any part of the employment process in accordance with the Americans with Disabilities Act of 1990.

 

AN EQUAL OPPORTUNITY EMPLOYER   

 

Job Description Approved By: _______________                                       . 

 

Approved Date:                                                 .

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