Records Document Management Systems Specialist SE0829 - Valencia College in Orlando Florida

Unfortunately, this job is expired as of 10/14/2015.

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Valencia College

Orlando, Florida

United States


Detailed Job 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.

Campus Location

West CampusDepartment: Registrar's Office

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 duties as assigned.


1. Associate's degree from a regionally accredited institution. Experience may be substituted for a degree.
2. Admissions and Records experience.
3. Customer Service experience.
4. Data entry experience.
5. Experience scanning and archiving.
6. A demonstrated commitment to diversity.
7. Must be able to perform all of the essential functions of the job with or without reasonable accomodation.
8. 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.

Knowledge Skills Abilities

1. Knowledge of records' policies, practices, and procedures as they relate to community colleges and student records retention.
2. Knowledge of personal computers and select software including Microsoft Office Word and Excel.
3. Ability to organize, prioritize, and make decisions.
4. Ability to work effectively in a diverse community and meet the needs of diverse student populations.


$27,651 per year

Equal Employment and Preference-Eligibility

Valencia College provides equal opportunity for equal opportunity for employment and educational services to all individuals as it relates to admission to the College or to programs, any aid, benefit, or service to students or wages and other terms, conditions or privileges of employment, without regard to race, color, ethnicity, national origin, age, religion, disability, marital status, gender, sexual orientation, genetic information and any other factor prohibited under applicable federal, state, and local civil rights laws, rules and regulations.

Valencia College extends preference in employment for eligible veterans in accordance to Florida State Statute 295.07.

Please press the apply button in the task box on the right column of this page to proceed and be redirected to the position announcement for this position on Valencia College’s website.

Keyword Phrases

  • Inclusive Excellence
  • Learning-Centered
  • Multi-cultural
  • Records Document Management Systems Specialist
  • Other Administrative
Employment Type:Administrative Staff
Degree Required: Not Specified
Experience: See Job Description
Level of Job: Analyst / Staff
Salary: See Job Description
Type of School:4 - Year / Masters Institution
Application Requirements: See Job Description