Records Management Specialist

DEPARTMENT SPECIFIC POSITION DESCRIPTION : Processes internal and IRS tax documents and makes corrections to FAFSA data and federal tax information to ensure accuracy and complete federally required verification. Reviews numerous quality assurance reports for necessary updates to student data. Answers verification-related and financial aid general emails and phone calls for students and parents and researches and analyzes student questions and concerns . DEPARTMENT SPECIFIC POSITION RESPONSIBILITIES : Processes both internal and federal documents, including IRS tax forms, citizenship documentation, and court records. Corrects FAFSA data on federal websites to accurately reflect student and parent demographic and financial values to complete federally required verification using detailed knowledge of federal tax rules and regulations, federal financial aid regulations, and be able to differentiate between the two. Estimates income tax amounts and approximate equivalencies between U.S. and foreign tax returns, and to determine whether tax information represents conflicting information that must be resolved. Provides thorough customer service to current/prospective students and parents on the Athens and regional campuses, and to internal and external colleagues. Corresponds both verbally and through written communication. Provides consistent follow-up resolution to customers. Analyzes complex family situations, determines whether additional information is needed, and adequately identifies what documentation may be appropriate to complete student files or resolve conflicting information. Client interaction may also include Bobcat Student Orientation or while assigned to front lobby area as needed. Independently reviews various quality assurance reports. Updates student records for database matches and verification processing. Identifies process inefficiencies and propose solutions to improve accuracy and effectiveness. Complete myriad verification area functions due to processing volume and timelines. Tasks include document dating, file preparation, report review, and digital archival. GENERAL POSITION DESCRIPTION : Oversees file storage and records management. Organizes, converts, and integrates files for storage. Locates and retrieves records as requested. GENERAL POSITION RESPONSIBILITIES : Provides customer service to students, staff, faculty, parents, and others in the University community by solving problems regarding records and/or data. May lead and/or supervise TAS staff and/or student employees. Coordinates, and maintains a complex record system or database of specialized records. Researches complex record or data problems and provides recommendations or resolution. Makes decisions by reviewing information against guidelines such as transfer credit evaluation. Coordinates the processing, maintaining, and monitoring of records and/or data. Audits record activity to ensure compliance and accuracy. Serves as primary contact for release and protection of confidential and sensitive records. Implements and oversees guidelines for deletion of records. Prepares, analyzes, and distributes reports. Maintains awareness of governmental regulations and interprets policies, procedures and guidelines.

Minimum Qualifications

Knowledge of standard practices, policies, procedures, and tools of records management typically obtained by a high school degree or GED or equivalent and a minimum of 3 years related records management experience. An equivalent combination of education, training, and experience is acceptable. Specific knowledge, certifications, and licensure will apply at the position level.

Preferred Qualifications

At least one year of customer service experience. Associate’s degree, or vocational or technical school degree Service-oriented, diplomatic, and tactful when resolving problems. Computer proficient including Microsoft Office Suite. Good problem solving skills. Ability to delve into problematic issues and seek resolution. Resolution of the issue may be at the student, parent or institution level.

Work Schedule

Mon-Fri, 8 am to 5 pm, some evening or weekend overtime may be required