S989 Records Secretary

LOCATION: Wayland Baptist University - San Antonio Campus  (3 Positions)                   

SUPERVISED BY: Records Manager 



GENERAL RESPONSIBILITIES: The Records Secretary provides clerical or administrative support activities to fulfill the Records Section operations. Verifies completeness and accuracy of work, computations, and records. Interacts with coordinates, or performs activities associated with correspondence with the Plainview campus. Consults with supervisor and other personnel to resolve problems, such as equipment performance, output quality, and work schedules. Provides related services to students and staff. Files records, correspondence, cards, invoices, receipts, and other records in alphabetical or numerical order or according to the filing system used. Locates and removes material from file when requested. Returns material to file upon completion. Reviews folders and other files to determine proper order of materials and re-files according to File Order Procedures.


  1. Establishes and maintains interpersonal relationships with co-workers and students
  2. Maintains information files and processes paperwork
  3. Organizes, plans and prioritizes work to meet specific goals
  4. Documents and records information through data entry, transcribing, recording, storing, or maintaining information in written or electronic form
  5. Answers telephone and provides information/assistance
  6. Sorts or classifies information, according to content, purpose, user criteria, or chronological, alphabetical, or numerical order
  7. Locates and retrieves files upon request from authorized users
  8. Places materials into storage receptacles, such as file cabinets, boxes, bins, or drawers, according to classification and identification information
  9. Removes or destroys out dated materials in accordance with file maintenance schedules or legal requirements
  10. Scans or reads incoming materials to determine filing order or location
  11. Assigns and records or stamps identification numbers or codes to index materials for filing
  12. Inspects or examines materials or files for accuracy, legibility, or damage
  13. Inserts additional data on file records (i.e. telephone numbers, address changes, etc.)
  14. Authorizes or documents materials movement, using logbook or computer and traces missing files
  15. Makes copies of data and records, using photocopying equipment
  16. Faxes materials as required and within the policies regarding privacy and confidentiality
  17. Maintains file security and adheres to policies regarding privacy and release of sensitive information
  18. Communicates effectively with supervisors and peers – provides information to supervisors and co-workers by telephone, in written form, e-mail, or in person
  19. Performs necessary support for registration and graduation
  20. Works in a cross-functional team capacity to develop, coordinate and implement the registration schedule and process

The above statements are not a complete list of all responsibilities and duties performed by employees in this job.  Employee may perform other related duties as assigned by the Records Manager.


Education, Certification and License:

  1. High School Diploma or GED required with emphasis on office management/office skills desired
  2. Bachelor’s degree in business or related skills highly desired

 Experience and Knowledge:

  1. Experience in a university administration setting, preferably student records office or registrar office
  2. A deep commitment to Christian Higher Education and agreement with the purposes and philosophy of higher education as promoted by the Baptist General Convention of Texas in general and WBU in particular
  3. An understanding of and commitment to work with educational programs related to churches, businesses, industries, and the military

 Skills and Abilities:

  1. Must possess good computer skills with Microsoft Word, Excel, and PowerPoint experience
  2. Must possess a working knowledge of the University Power Campus program
  3. Must possess good verbal and written skills plus good listening skills
  4. Must be detail-oriented and have good organizational skills
  5. Ability to understand and interpret personnel policies and procedures
  6. Ability to be flexible, prioritize and available to work extended hours as needed
  7. Ability to follow directions and work cooperatively with others
  8. Service orientation – actively looks for ways to help people and solve their problems


Employment is subject to an introductory period to monitor employee performance.   If hired, the prospective employee must present documentation within three (3) days of hire date to establish their identity and employment eligibility as required by Immigration and Customs Enforcement (ICE).  Employee must be able and willing to travel and teach at external campuses.  Must be able to operate a licensed motor vehicle, have access to a dependable motor vehicle, and possess a valid state driver’s license.  Must have and maintain a satisfactory driver’s record.

Wayland Baptist University does not illegally discriminate in employment opportunities or practices on the basis of race, color, sex, national or ethnic origin, age, disability, or genetic information. Under federal law, the university may discriminate on the basis of religion in order to fulfill its mission and purposes.