Records Retention Specialist

Position Type :

CLASSIFIED / PROCUREMENT

Date Posted : 1 / 3 / 2025

Location :

PROCUREMENT SERVICES RICHLAND COUNTY SCHOOL DISTRICT ONE

COLUMBIA, SOUTH CAROLINA RECORDS RETENTION SPECIALIST

FLSA : Non-Exempt

240 Days

Salary Range : $40,838.21 - $58,944.38 GENERAL STATEMENT OF JOB DUTIES :

Under occasional supervision, performs complex duties to help maintain effective and efficient office, records management, records retention and procurement responsibilities; Reports to the Director of Procurement Services.

ESSENTIAL JOB FUNCTIONS :

Performs general clerical functions, which may include but not limited to entering data into computer, establishing files; typing copying and filing correspondence and other document; processing various invoices, forms and applications; collating material; processing mail, etc.

Perform receptionist duties such as answering the telephone, screening callers, and greeting and / or routing visitors.

Develops and maintains purchasing records; prepares correspondence relative to District purchasing activities.

Assist supervisor and other staff with purchasing discrepancies.

Assist supervisor with special projects as assigned. Responds to customer problems and concerns.

Receives, reviews, prepares and / or submits various records and reports including various forms, logs, records, special and routine reports, requisitions, vendor reports, change orders, contract documents and agreements, memos, correspondence, etc.

Responsible for reviewing, implementing and maintain change controls for records management in the District.

Evaluate records, reports and existing policies and determine best practices to ensure all departments are compliant with management and retention policies and procedures. Assist department with reviewing retention schedules to include implementing, archives and destruction timelines.

Develop proper training for records management districtwide.

Analyze and document operations and process and apply knowledge of records management principles and standards.

Operates a variety of equipment such as a computer, printer, copier, fax machine, calculator, telephone, etc. Interacts and communicates with various groups and individuals such as immediate supervisor, co-workers, other District administrators and staff, state and federal agencies, vendors and the general public. Performs related duties as required.

QUALIFICATIONS :

Requires an associate degree supplemented by three to five years of general records management / retention, general procurement experience, or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities.

Minimum Qualifications and Standards Required

Physical Requirements :

Must be physically able to operate a variety of machines and equipment, including a computer, calculator, telephone, etc.

Must be able to exert up to five pounds of force occasionally and / or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.Sedentary work involves sitting most of the time, but may involve walking or standing for periods of time. Must be able to lift and / or carry weights of five to ten pounds.

Data Conception : Requires the ability to compare and / or judge the readily observable functional, structural or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things.

Interpersonal Communications : Requires the ability of speaking and / or signaling people to convey or exchange information. Includes receiving assignments and / or directions from supervisor.

Language Ability : Requires the ability to read a variety of policy and procedures manuals, regulations and laws, financial documents, manuals, etc. Requires the ability to prepare narrative and financial reports, correspondence, etc., with proper format, punctuation, spelling and grammar, using all parts of speech. Requires the ability to speak with and before others with poise, voice control and confidence.

Intelligence : Requires the ability to apply rational systems to solve practical problems, and deal with a variety of concrete variable in situations where only limited standardization exists, and to interpret a variety of instructions furnished in written, oral, mathematic or schedule form. Requires the ability to learn and understand relatively complex principles and techniques, to make independent judgments in absence of supervision, and to acquire knowledge of topics related to primary occupation. Must have the ability to comprehend and interpret received information.

Verbal Aptitude : Requires the ability to record and deliver information, to explain procedures, to follow verbal and written instructions. Must be able to communicate effectively and efficiently with persons of varying educational backgrounds nd in a variety of technical and / or professional languages, including governmental accounting and investments.

Numerical Aptitude : Requires the ability to add and subtract totals, to multiply and divide, to utilize mathematical formulas, to determine percentages and decimals, and to determine time. Must be able to use accounting mathematics and statistics.

Form / Spatial Aptitude : Requires the ability to inspect items for proper length, width and shape, and visually read various information. Motor Coordination : Requires the ability to coordinate hands and eyes using office machinery and to operate motor vehicles.

Manual Dexterity : Requires the ability to handle a variety of items, keyboards, office equipment, control knobs, buttons, switches, catches, etc. Must have minimal levels of eye / hand / foot coordination.

Color Discrimination : Does not require the ability to differentiate colors and shades of color.

Interpersonal Temperament : Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing in uncomfortable physical conditions and under stress when confronted with emergency situations or tight deadlines.

Physical Communications : Requires the ability to talk and / or hear : (talking : expressing or exchanging ideas by means of spoken words; hearing : perceiving nature of sounds by ear).

Performance Evaluation Criteria Job Knowledge :

Has thorough knowledge of the methods, procedures and policies of the position as they pertain to the performance of duties of Procurement Specialist. Is knowledgeable in the laws, ordinances, standards and regulations pertaining to the specific duties and responsibilities of the position Has the ability to offer assistance to co-workers, as required. Has the ability to use independent judgment as needed in performing routine tasks. Is able to take the initiative to complete the duties of the position without the need of direct supervision. Is able to read and interpret work orders, policies, manuals and related materials pertaining to the responsibilities of the job. Knows how to prepare logs, reports, etc., with accuracy and in a timely manner. Has knowledge of the terminology used within the department. Knows how to maintain effective relationships with personnel of other departments, co-workers and members of the public through contact and cooperation. Knows how to react calmly and quickly in emergency situations. Has the mathematical ability to handle required calculations. Has the ability to plan, organize and prioritize daily assignments and work activities. Has the ability to learn and utilize new skills and information to improve job performance and efficiency.

Quality of Work : Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interaction with all District departments and divisions, co-workers and the public.

Quantity of Work : Performs described "Specific Duties and Responsibilities" and related assignments efficiently and effectively in order to produce quantity of work which consistently meets standards and expectations of the District.

Dependability : Assumes responsibility for completing assigned work. Completes assigned work within deadlines in accordance with directives, District policy, standards and prescribed procedures. Remains accountable to assigned responsibilities in the technical, human and conceptual areas.

Attendance : Attends and remains at work regularly and adheres to District policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time-off requests.

Initiative and Enthusiasm : Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountability. Strives to anticipate work to be done, and initiates proper and acceptable direction for the completion of work with a minimum of supervision and instruction.

Judgment : Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur, and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice where appropriate and researches problems, situations and alternatives before exercising judgment.

Cooperation : Accepts supervisory instruction and direction, and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences are justified (i.e., poor communications, variance with District policy or procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation between all staff persons and departments within the District.

Relationships : Shares knowledge with managers, supervisors and staff for mutual and District benefit. Contributes to maintaining high morale among all District employees. Develops and maintains cooperative and courteous relationships with department employees, staff and managers in other departments, representatives from organizations, and the public so as to maintain good will toward the District and to project a good District image. Tactfully and effectively handles requests, suggestions and complaints from other departments and persons in order to maintain good will within the District. Emphasizes the importance of maintaining a positive image within the District. Interacts effectively with higher management, professionals and the public.

Coordination of Work : Attends required meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules.

Safety : Adheres to all safety and housekeeping standards established by the District and various regulatory agencies. Sees that standards are not violated. Maintains a clean and orderly workplace.

Salary : $40,838 - $58,944