6150 Records Supervisor


TITLE Records Supervisor




IMMEDIATE SUPERVISOR Director of Advancement Services

MAJOR ADMINISTRATOR Vice President for University Advancement


The Records Supervisor is responsible for maintaining the accuracy of the Missouri State University Foundation and the Missouri State University Alumni Association databases, checks the accuracy of information on private contributions made to the University, assists with preparing monthly Board of Governors reports, and helps with the preparation of matching gifts forms.


Education: A high school diploma or the equivalent is required; specialized training beyond high school level emphasizing office procedures is preferred.

Experience: At least three years clerical and general office experience which includes at least two years of accounting or bookkeeping experience is required. Experience with data entry is required. Prior experience in a university setting or higher education environment is preferred.

Skills: Aptitude in clerical and accounting procedures and skill with a 10-key calculator are required. Computer literacy and functional knowledge of word processing and spreadsheets are required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.


1. Ensures the accuracy of gift and pledge information entered on the Office of Development and Alumni Relations database by performing the third step in the audit trail for processing daily private contributions to the University.

2. Facilitates the processing of in-kind-gifts and payroll deductions to the Foundation by assisting with the preparation of paperwork to allow posting of required information to the Foundation's database.

3. Works with Athletics Development, Ozarks Public Television, the West Plains campus, and other areas regarding fundraising auctions by coordinating information from those departments and preparing cash receipts for proper gift posting of donated in-kind gifts and auction purchases that qualify as gifts.

4. Ensures the accuracy of information in the Development and Alumni Relations database by assisting with daily maintenance of the database, including addition of new records and deletion of duplicate records from the system, correcting incorrect gift postings, and changing gift designation as requested by donors.

5. Assists staff members in the Office of Development and Alumni Relations by assuming primary responsibility for ordering computer reports through the on-line job submittal system.

6. Assists with preparation of the monthly Board of Governors report and review materials which further clarify information about gifts received by the Foundation by compiling data and developing draft reports.

7. Assists with the establishment of new valid account names and numbers within the Foundation by coordinating with the Foundation accountant regarding proper sequencing of accounts.

8. Serves as a liaison to the bank and credit card companies for returned checks and chargebacks by assuming responsibility for resolving those issues for internal posting purposes.

9. Trains new employees in the Office of Development & Alumni Relations on the database housing biographical and gift data of Missouri State Alumni and friends.

10. Promotes a positive and professional image of the department by being knowledgeable about various departmental procedures and policies, appropriately answering questions asked by alumni, donors, faculty, staff, or others doing business with the department, and referring questions or issues beyond the scope of one’s expertise to the appropriate administrator.

11. Occasionally performs receptionist duties by receiving and greeting visitors and University personnel, directing them to the appropriate office or persons, providing factual information or materials in response to routine inquiries, answering the telephone, taking messages or routing calls according to the office procedures utilizing organizational familiarity and necessary discretion.

12. Cooperates as a member of the Advancement Services staff by working well with other individuals, most specifically other staff members within the Office of Development and Alumni Relations, the Foundation accountant and Accounting Manager in the Office of Financial Services, and personnel in Broadcast Services, the Registrar’s Office and the West Plains campus.

13. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.

14. Contributes to the overall success of the Office of Development and Alumni Relations by performing all other duties and responsibilities as assigned.


The Records Supervisor is supervised by the Director of Advancement Services and exercises some supervision of part-time and student employees and staff members when they are working in records area.




Factor 1: Educational/Experience Requirements of the Job

Level 6 - 900 Points: A combination of education and experience equivalent to a Level 6 as indicated by the Equivalencies Chart, when permitted by the Minimum Acceptable Qualifications.

Factor 2: Complexity and Technical Mastery

Level 3 - 220 Points: Considerable skill in oral and written communication, the ability to make basic mathematical calculations, the ability to understand and follow instructions, knowledge of moderately complex or other work procedures, and the ability to work independently and coordinate a variety of activities and events are required.

Factor 3: Responsibility for the Work of Others

Level 5 - 180 Points: Supervision and training of moderate numbers of student and/or part-time or temporary workers may be required where the nature of supervision is largely confined to scheduling work, assigning tasks, and reviewing completed work. Supervision at this level may also involve directing the work assignments of a small number of permanent, full-time employees. Supervisory tasks include providing substantial input into the process of screening and hiring employees and providing performance information for other supervisors to use as part of the employee evaluation processes. Supervisory duties typically involve a small but significant portion of work day activities.

Factor 4: Guidelines

Level 3 - 220 Points: The work involves carrying out a group of procedures using the general methods and desired results indicated by the supervisor. Typically, standard operating procedures, handbooks, and/or reference manuals exist for most procedures, but the incumbent must select from the most appropriate of several guidelines, and make minor adjustments to methods. The incumbent uses judgment in interpreting and adapting guidelines such as University policies, regulations, precedents, and work directions for application to specific cases or problems. The incumbent makes decisions regarding most deviations from the guidelines but major deviations from guidelines are referred to the supervisor. Assignments are related in function and objective, but processes, procedures, or software varies from one assignment to another. Based on assignment, incumbents use diverse but conventional methods, techniques, or approaches. Jobs at this level may perform work that is moderately complex, but normally performed within a fairly narrow and specific functional area.

Factor 5: Contacts

Level 4 - 205 Points: The purpose of interactions is to solve recurring and structured problems, to provide specialized or technically precise information to others, and/or to plan or coordinate work efforts with other employees. Contacts involve cooperation and coordination and may involve the organization of activities of programs requiring working relationships among several parties. While contacts may require some level of persuasion, potential for conflicts and disputes are relatively minor. Interactions are moderately structured and routine and may involve employees in different functions, students, and/or the general public.

Factor 6: Work Impact

Level 4 - 475 Points: Work activities normally address conventional problems or situations with established methods to supply other employees with information, services, or products they use to perform their work. Work products or services facilitate the work of other employees and directly affects the ability of other employees to timely complete specific tasks or processes. Work activities may affect the quality of services provided to moderate numbers of employees, students, or the public, and the services, information, or products provided have significant effects on the welfare of the affected groups.

Factor 7: Physical Effort and Work Environment

Level 1 - 25 Points: The work environment consists of exposure to physical conditions typical of a normal office environment. Most of the job is performed while sitting, although the work may require occasional standing or walking and/or the lifting and carrying of small objects.