Document Management Specialist

Job ID:

1001953

Administrative Services Salary Range:

$18.23 - $22.11

Pay Grade:

105

FLSA Status:

Non-exempt Salary Admin Plan:

Career Service Veterans' Preference Eligible:

Yes

JOB SUMMARY

This position is responsible for the receipt, processing, verification, and imaging of student admissions documents, including transcripts and supporting records, from multiple sources and vendors. This role involves reviewing documents for authenticity, accuracy, and completeness; downloading and indexing electronic records; and ensuring timely and accurate entry into the student information system. The position maintains a high standard of customer service while supporting students, institutions, and internal stakeholders throughout the admissions and records process. Additional responsibilities include maintaining document workflows, reconciling data discrepancies, coordinating departmental procedures, ensuring compliance with regulatory requirements, and supporting reporting and records management functions.

ESSENTIAL JOB FUNCTIONS

Receive, download, and process transcripts and admissions-related documents from multiple electronic vendors, email, mail, and in-person submissions. Review and verify authenticity, accuracy, and completeness of academic records and supporting documentation; identify discrepancies or potential fraud and escalate as appropriate. Accurately index, scan, and image documents into the student information system (e.g., Peoplesoft/Oracle Campus Solutions) in accordance with established standards and timelines. Maintain and monitor document queues to ensure timely processing and adherence to service level expectations. Communicate with students, institutions, and third-party vendors regarding document requirements, status, and discrepancies via phone, email, or in-person. Observe federal, state, and college policies and procedures related to records management; ensure compliance with FERPA and institutional data security standards. Research and resolve issues related to missing, incomplete, or conflicting records; coordinate with admissions, advising, and other departments as needed. Prepare, review, and reconcile data to ensure accuracy of student records; assist with audits and quality control processes. Assist with compiling data for state and institutional reporting requirements. Participate in process improvement initiatives to enhance efficiency, accuracy, and document workflow management. Provide excellent customer service to prospective and current students; refer students to appropriate offices for advising, financial aid, or other support services. Engage in professional development to maintain knowledge of best practices in records and document management. Performs other duties as assigned.

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS

Associate degree; three (3) years of related work experience providing administrative support services; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of:

Admissions and records policies and procedures Student information systems (e.g., Oracle Campus Solutions) Document management and imaging systems (e.g. Hyland Perceptive Content) Recordkeeping and data integrity principles FERPA and data privacy regulations Customer service principles Data review and validation techniques Computers and related software applications Skills in: Strong verbal and written communication Attention to detail and accuracy Critical thinking and problem-solving Time management and organization Teamwork and collaboration Providing customer service Processing, reviewing, and validating data Use of computer and software applications, including Office 365 and document imaging systems Ability to: Interpret and apply policies and procedures to varied situations Exercise discretion and sound judgment when handling confidential information Manage multiple priorities and meet deadlines in a high-volume environment Independently identify and resolve discrepancies in records Maintain a professional and customer-focused demeanor Learn and use proprietary systems and document management platforms

CERTIFICATION, LICENSE AND SPECIAL REQUIREMENTS

May require training or certification on specific document management or transcript vendor platforms (e.g., Parchment, National Student Clearinghouse, or similar systems)

PHYSICAL DEMANDS PHYSICAL DEMANDS

This work typically requires the following physical activities to be performed. A complete description of the activities below is available upon request from Human Resources. (X = Required to perform essential job functions) Physical Activities Physical Activities Balancing maintain equilibrium to prevent falling while walking, standing, or crouching. Pushing use upper extremities to press against objects with force, or thrust forward, downward, outward. X Climbing ascending, descending ladders, stairs, ramps, requires body agility. Reaching extending hands or arms in any direction. X Crawling moving about on hands, knees, or hands, feet. Repetitive Motion substantial movements of wrists, hands, fingers. Crouching bending body forward by bending leg, spine. Speaking expressing ideas with spoken word, convey detailed, important instructions accurately, concisely. X Feeling perceiving attributes of objects by touch with skin, fingertips. Standing for sustained periods of time. X Fingering picking, pinching, typing, working with fingers rather than hand. X Stooping bending body downward, forward at waist, with full motion of lower extremities and back. Grasping applying pressure to object with fingers, palm. Talking 1 expressing ideas by spoken word. X Handling picking, holding, or working with whole hand. X Talking 2 shouting to be heard above ambient noise. Hearing 1 perceiving sounds at normal speaking levels, receive information. X Visual Acuity 1 prepare, analyze data, transcribing, computer terminal, extensive reading. Hearing 2 receive detailed information, make discrimination in sound. Visual Acuity 2 color, depth perception, field of vision. Kneeling bending legs at knee to come to rest at knees. Visual Acuity 3 determine accuracy, neatness, observe facilities/structures. Lifting raising objects from lower to higher position, moving objects side to side, using upper extremities, back. X Visual Acuity 4 operate motor vehicles/heavy equipment. X Mental Acuity ability to make rational decisions through sound logic, deductive reasoning. X Visual Acuity 5 close acuity for inspection of small defects, machines, use measurement devices, or fabricate parts. X Pulling use upper extremities to exert force, haul or tug. X Walking on foot to accomplish tasks, long distances, or site to site.

X TYPE OF WORK

Work performed is primarily:

Sedentarywork :

Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Light work : Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force to move objects. Medium work : Exerting up to 50 pounds of force occasionally, and/or up to 30 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects. Heavy work : Exerting up to 100 pounds of force occasionally, and/or up to 50 pounds of force frequently, and/or up to 20 pounds of force constantly to move objects. Very heavy work : Exerting in excess of 100 pounds of force occasionally and/or in excess of 50 pounds of force frequently, and/or in excess of 20 pounds of force constantly to move objects

WORK ENVIRONMENT

May be required to work hours other than the regular schedule including nights and weekends. This position requires regular and reliable attendance and the employee's physical presence at the workplace. May be subjected to fumes, odors, dusts, gases, extreme temperatures, work space restrictions, and intense noise. Work is performed in a dynamic environment that requires sensitivity to change and responsiveness to changing goals, priorities, and needs. To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions described herein. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in a job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in a job description. St. Petersburg College has the right to revise a classification or job description at any time. St. Petersburg College has the right to revise a classification or job description at any time. The Board of Trustees of St. Petersburg College affirms its equal opportunity policy in accordance with the provisions of the Florida Educational Equity Act and all other relevant state and federal laws, rules and regulations. The college will not discriminate on the basis of race, color, ethnicity, religion, sex, age, national origin, marital status, sexual orientation, gender identity, genetic information, or against any qualified individual with disabilities in its employment practices or in the admission and treatment of students. Recognizing that sexual harassment constitutes discrimination on the basis of sex and violates this Rule, the college shall not tolerate such conduct. Should you experience such behavior, please contact Pamela Smith, the director of EA/EO/Title IX Coordinator at 727-341-3261; by mail at P.O. Box 13489, St. Petersburg, FL 33733-3489; or by email at eaeo_director@spcollege.edu.

Please indicated the position you wish to apply for in your request. The College shall not discriminate against a qualified individual with disabilities because of the disability of such an individual in regard to job application procedures, hiring, advancement, or discharge of employees, employees compensation, job training or other terms, conditions, and privileges of employment. Except when undue hardship exists, the College shall endeavor to provide reasonable accommodations to a qualified individual with a disability. If you have questions regarding this policy please contact the Director of EA/EO by phone at (727)341-3261, by mail at PO Box 13489, St Petersburg Fl 33733-3489, or by email at eeo_director @spcollege.edu. Qualifications listed in a position description are used as a guideline to hiring. Other comparable qualifications of a candidate may be considered by the President in lieu of those suggested in a position description. (BOT rule 6hx23-2.02). To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions described herein. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in a job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in a job description. Equal Access/Equal Opportunity The Board of Trustees of St. Petersburg College affirms its equal opportunity policy in accordance with the provisions of the Florida Educational Equity Act and all other relevant state and federal laws, rules and regulations. The college will not discriminate on the basis of race, color, ethnicity, religion, sex, age, national origin, marital status, pregnancy, sexual orientation, gender identity, genetic information, or against any qualified individual with disabilities in its employment practices or in the admission and treatment of students. Recognizing that sexual harassment constitutes discrimination on the basis of sex and violates this Rule, the college will not tolerate such conduct. Should you experience such behavior, please contact the Title IX Coordinator at 727-341-3261 ; by mail at P.O. Box 13489, St. Petersburg, FL 33733-3489; or by email at eaeo_director@spcollege.edu . St. Petersburg College has the right to revise a classification or job description at any time