Job Details

Salary: $17.66 - $26.50 Hourly

Location : Amarillo, TX

Job Type: Full-Time

Job Number: 202400295

Division: Enrollment Services

Department: 10_00_02_201025 - (REGO) - Registrar's Office

Opening Date: 01/15/2025

FLSA: Non-Exempt

Grade: 7

Summary

At Amarillo College, our mission is: Transforming our community and economy through learning, innovation, and achievement. Every team member, regardless of job title or duties, is responsible first and foremost, for assisting students in every way.

This is an exciting time to work for Amarillo College! We are seeking our next Document Imaging Processor who will be all-in on our mission and who will be responsible for managing and processing various student records and academic documents within the Registrar's Office. This position involves converting paper documents into digital formats, ensuring accurate filing and retrieval of these digital records, and maintaining the integrity and security of student data in accordance with college policies and compliance regulations.
Qualifications

EDUCATION:
Required: High School Diploma or GED.

Preferred: Completion of some college coursework.

EXPERIENCE:
Required: Two (2) years of experience in detailed clerical work, including document processing in an office setting.

Preferred: Experience in a training or leadership role.
Job Duties & Responsibilities

• Scan and index all student hard-copy documents to maintain the documents into a permanent digital record in the imaging system.
• Ensure compliance with the Family Educational Rights and Privacy Act (FERPA) and Amarillo College, state, and federal policies and procedures.
• Conduct quality assurance checks on scanned documents for accuracy, legibility, and overall quality.
• Coordinate with third-party vendors to obtain and process college transcripts.
• Retrieve and verify third-party high school transcripts using file transfer applications, update the student information system, and upload them into the appropriate workflows.
• Collaborate with Programming Services to implement and manage Registrar Office workflows and configure retention types for imaging documents in alignment with state retention guidelines.
• Maintain compliance with Amarillo College's Records Retention Plan for document storage and management.
• Train and oversee part-time staff and student workers in document imaging processes.
• Provide training to Continuing Education, AskAC, and Registrar's Office staff on linking and workflow systems; monitor workflow queues and support workflow-related reporting tasks.
• Keep accurate and up-to-date records of processing procedures and documentation.
• Perform document imaging and electronic indexing using a complex coding system.
• Assist with customer service tasks as needed.
• Adhere to all college, state, and local procedures, rules, and regulations.
• Participate in and complete assigned performance assessments and evaluations.
• Perform other work-related duties as required.
• As an Amarillo College employee, seek knowledge of and pledge to actively engage in a culture of caring striving to serve students, peers and the community by embracing the AC Core Values: Wow, Family, Fun, Innovation, and Yes!

Knowledge, Skills & Abilities

• Ability to efficiently organize, sort, and maintain files both alphabetically and chronologically while adhering to Amarillo College's document storage protocols and records retention guidelines.
• Ability to work independently with minimal supervision while effectively collaborating with team members across departments to achieve shared goals.
• Ability to oversee imaging processes and provide clear, effective training and guidance to staff and student workers on document imaging procedures and workflow management.
• Knowledge Amarillo College and departmental policies, procedures, and compliance requirements, as well as knowledge of applicable safety rules and state/federal regulations.
• Ability to collaborate with the IT department to identify, report, and troubleshoot issues related to imaging systems and file management software to ensure smooth operation.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
• Strong typing speed and accuracy, strong 10-key proficiency, and advanced computer skills for handling data entry, electronic file management, and system navigation.
• Strong ability to prioritize tasks, manage time effectively, and consistently meet deadlines in a fast-paced and detail-oriented work environment.

Salary: Amarillo College follows a lag pay strategy, with starting offers typically between the minimum and midpoint of the pay grade, rarely reaching the maximum to support long-term growth within each position.

Pay grade 7 (salary is determined by Human Resources based on education, work experience and internal comparisons).

Physical Demands: While performing the duties of this job, the employee is frequently required to travel between offices and buildings, and requires the ability to lift, carry, push, pull and/or maneuver office supplies as needed.

Working Conditions: Must be able to occasionally work outside the regular college hours (must work commencement and some nights, weekends, holidays, and other events.)

Work Environment: This position operates in a professional office environment, routinely uses standard office equipment (i.e. computers, phones, copy and fax machines, filing cabinets) and is in a high traffic area with continual interruptions. Software commonly used includes Microsoft Office, Colleague, and various other educational applications. Work may also be performed outside of the office and with little to no supervision.

Notice of Background: Applicants selected for employment will be required to undergo a pre-employment criminal history background check and possibly a pre-employment drug test.

Commitment Statement: Amarillo College is dedicated to building a workforce that embraces a wide range of backgrounds and experiences, fostering a culturally aware team at every organizational level. Our goal is a faculty and staff that mirrors the distinctiveness of our community and is continually enhancing their skills and knowledge to better serve our entire student population.

Promotional Opportunity Policy: Under the Amarillo College Promotional Opportunity Policy, only current appointed or part-time non-appointed employees will be considered for a position during the first five (5) working days from notice or posting.

Amarillo College offers benefit packages, including medical, dental, vision, life, and disability coverages available through ERS. Amarillo College provides (at no cost to the employee) a long-term disability policy. In addition to retirement savings through Teachers Retirement System - TRS (pension plan) or Optional Retirement Plan -ORP (403b), the college offers the AC Retirement Plan - additional 403(b) with a generous matching contribution. Amarillo College Employees and their dependents are eligible for reduced or free tuition for Amarillo College courses. Employees have free access to the fitness center located on the Washington Street Campus. We also offer a generous holiday schedule,

For more information about the benefits please visit our