Position Classification Description

Position Class Code / Title: O0004 / Coord,Records Mgmt
Recruitment Tier: Tier 1
FLSA: Non-Exempt
Grade: 07

This is a description of a Staff Position Classification. It is not an announcement of a position opening. To view descriptions of current openings, please go to UNMJobs and Search Postings to view positions that are currently accepting applications.

The following statements are intended to describe, in broad terms, the general functions and responsibility levels characteristic of positions assigned to this classification. They should not be viewed as an exhaustive list of the specific duties and prerequisites applicable to individual positions that have been so classified.


Coordinates records management functions for the University in accordance with the New Mexico State Records Act. Monitors and audits data entry, creates and maintains databases, generates reports, and leads and guides lower-level staff and/or student employees.

Duties and Responsibilities

  1. Coordinates daily scanning, entry and retrieval of University records and verifies completeness and accuracy of data entries; performs data entry, scanning, and retrieval tasks, as needed.
  2. Designs, implements, and maintains databases using various software applications.
  3. Designs and runs queries to extract and compile data for reports.
  4. Coordinates the retrieval of University records and the delivery of records to departments.
  5. Participates in the development and implementation of systems to maintain inventory and stored records; assists with developing and maintaining records retention schedules.
  6. Assists with producing and submitting inventory reports, surveys, proposals, and research projects as needed or requested.
  7. Advises departments in records retention and disposition processes and practices; resolves administrative problems and inquiries.
  8. Leads and trains lower graded staff and/or student employees, as required.
  9. May perform routine duties related to the pick-up and delivery of files and boxes from all departments of the University, operating a University motor vehicle, as necessary.
  10. Performs miscellaneous job-related duties as assigned.

Minimum Job Requirements

  • High school diploma or GED; at least 1 year of experience directly related to the duties and responsibilities specified.
  • Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis.

Knowledge, Skills and Abilities Required

  • Skill in the configuration and use of computerized database programs.
  • Records maintenance skills.
  • Knowledge of State Records Center guidelines and procedural requirements.
  • Ability to design and run computer systems queries.
  • Knowledge of computer systems backup/data recovery methods and procedures.
  • Ability to verify data input and correct errors.
  • Ability to design and implement systems necessary to collect, maintain, and analyze data.
  • Ability to gather data, compile information, and prepare reports.
  • Knowledge of records archiving and/or retrieval.
  • Technical writing skills.
  • Ability to lead and train staff and/or students.
  • Ability to communicate effectively, both orally and in writing.

Conditions of Employment

  • Possession of a valid New Mexico driver's license is a requirement for this job.
  • All regular, non-temporary positions assigned to this classification are represented by a labor union and subject to the terms and conditions of the CWA Collective Bargaining Agreement.
  • Employees who provide services or work in patient care or clinical areas are required to be in compliance with the University's influenza vaccination requirement.

Working Conditions and Physical Effort

  • Work may, on occasion, involve exposure to unusual elements, such as extreme temperatures, dirt, dust, fumes, smoke, unpleasant odors, and/or loud noises.
  • Moderate physical activity. Requires handling of average-weight objects up to 25 pounds and/or standing and/or walking an average of four (4) hours per day.
  • Work environment involves minimal exposure to physical risks, such as operating dangerous equipment or working with chemicals.

The University of New Mexico provides all training required by OSHA to ensure employee safety.

Revised Date: 05/02/2021