Job Description: The Vital Records Assistant works closely with the Vital Records Supervisor on various digital records projects including scanning, data verification, and project specific work across departments and the school district. In addition, the assistant serves as the district Receptionist for morning and afternoon breaks as well as lunch coverage each day. Finally the Assistant serves as support for the Capital Planning and Construction team and office, 3 hours of an 8 hour day. Excellent computer and analysis skills required. Must be a detail-oriented person with the ability to work independently as well as cooperatively and effectively with a team. Must also have commitment to welcoming the public and district staff to the district office, and problem solving for assistance that they may seek.

Required Attachments:

• Cover Letter
• Resume
• 3 Classified Reference Forms and/or Letters

This continuing position works Monday - Friday, 8.0 hours per day, 260 days per year.

As a condition of employment, all Olympia School District employees must provide valid proof of vaccination for COVID-19 or a valid religious or medical exemption. Verified proof of full vaccination status or an approved religious or medical exemption are required before being cleared to start work.

The Olympia School District is committed to increasing the diversity of staff in our schools. Candidates who can contribute to this goal are encouraged to apply and to identify their strengths and experiences in this area.

Job Functions:

• Develop new document categories and fields for storage; work with the Vital Records Supervisor to determine departmental records needs; provide assistance in preparing documents for scanning and uploading into Records Database daily and appropriate logging and shredding of confidential records.
• Provide assistance with receiving, storing, and moving boxed and container stored records and shredding for processing; organize and log boxes; maintain inventory in storage and send appropriate materials as requested by schools and departments to ensure seamless records processing
• Collect, sort, prepare and scan documents; receive and send shipments into Qtrak; prepare files and forward documents for recycling and/or shredding.
• Convert documents to various formats; assist in transferring data between systems.
• Provide post-scanning quality assurance to ensure batches are complete, accurate, and of a high quality.
• Maintain scanning equipment by setting up scanners for use; select appropriate settings for scanning; Troubleshoot scanner and computer functions when required.
• Research and compile records for records requests and requests from alumni; process summer transcript requests for district high schools as needed to maintain timely responsiveness
• Ensure documents are archived and properly located; maintain confidentiality.
• Assist the Capital Planning team with scheduling, mail, phone and office support, 3 hours per day. Includes scanning and uploading Capital Planning Office documents into the district electronic file and archiving system; updating related websites as needed; and special administrative projects as needed. Also includes reconciliation of credit card charges, and processing purchase orders.
• While filling in for breaks and lunch at the reception desk the Assistant will answer the district office main line, transfer calls to the appropriate department, implement protocols for public entrance into the building, and problem-solve when a staff member or community member seeks assistance with a school related issue.
• Assists other personnel as may be required for the purpose of supporting them in the completion of their work activities.
• Perform other duties as needed.

Necessary Personal Attributes:

• Strong customer services skills
• Ability to exercise confidentiality, sound judgement, handle work under pressure, pay attention to detail, concentrate and follow directions as part of a team-oriented workgroup.
• Additional requirements include strong interpersonal skills, punctuality, dependability, and courteous interaction with in and out of district customers including current and former students, parents, organizations, law enforcement, colleges, and other community members.
• Ability to work a defined daily schedule from 9:15am-2:15pm, to ensure office coverage in tandem with other scheduled employee positions and front reception desk break coverage Monday through Friday.

Reports to: Vital Records Supervisor