The primary responsibilities of the Record Book Specialist are to manage and process Record Book entries into the Record Book software and provide customer service support to SCI members. Processing Record Book entries includes billing customers for entry fee(s), digitalizing the entry form submitted, and managing the current batch processing of Record Book Entries. As the Record Book Specialist, becoming a SCI Master Measurer is required as part of the position. As A Master Measurer, duties would also include the scoring of Big Game Animals as needed for SCI members locally and assisting the SCI Record Book Director and/or the Measuring Coordinator in the scoring of Trophy Rooms for SCI members throughout the US.
Rec Min: $27,622.21
Rec Mid: $34,528.27
Rec Max: $41,433.32
ESSENTIAL FUNCTIONS – All areas of responsibility listed below are essential to the satisfactory performance of this position by any/all incumbents, with reasonable accommodation, if necessary. Any non-essential functions are assumed to be included in “other related duties as assigned”.
- Prepares deposits for Accounting and handles all incoming funds for the department including refunds, returns, and cancelations.
- Verifies all Record Book entries and Photo Entries are complete prior to processing an entry into the Record Book software. This includes, verifying the species, place taken, date taken and validating that members and measurers are active members.
- Performs the billing of all completed Record Book entries in the IMIS Database. Prepares deposits for Accounting and handles all incoming funds refunds, returns, and cancelations for any Record Book Entry.
- Processes all Record Book Entries and Photo Entry submissions into the Record Book Software and maintains the Record Book Entry Batch system. The Record Book Department receives an average of 5,000 Record Book entries per year, so it is expected that a minimum of 100 Record Book entries are processed each week.
- Printing and mailing entry confirmation letters, preparing Record Book entry batches by sorting entry forms by species code, proofing and scanning documents into an electronic storage system. Notifies members about any issues encountered with processing the record book entry or photo entry, and ships batches to sub-chairs.
- Manages all batches and reports concerning Record Book entries, medallion plaques, photo medallion plaques, and top twenty plaques. Processes medallion orders.
- Maintains Record Book member files and addresses. Maintains guide and location files. Maintains correspondence file for all incomplete entries. Verifies membership, entry fees, and complete information on form, pictures, and signatures.
- Handles general member correspondence and requests for information from the Record Book or World Hunting Awards programs. Quotes prices and encourages customers to purchase awards or get involved in the Record Book program.
- Maintain certification as a Master Measurer and score Big Game Animals for members of SCI. Scoring responsibilities include the measuring of local species taken by members as well as traveling to members’ homes to score their trophies rooms on an as needed basis.
- Responsible for the identification and categorizing of all species throughout the world from photographs and the use of the Record Book Software. Identifies continents and geographical location of all species categories recognized within SCI.
- Performs other related duties as assigned.
NOTE: The essential functions are intended to describe the general content of and requirements of this position and are not intended to be an exhaustive statement of duties, skills, and efforts. Position descriptions are not intended to form contractual relationships between the employee and the organization but are intended to be a reflection of the primary elements of a specific job.
Must demonstrate an understanding of, and commitment to, hunting as an essential part of biologically sound and ethically responsible international wildlife management.
SCOPE AND COMPLEXITY
National travel will be required for this position to attend the annual SCI Convention. Incumbents must have a broad, unique, world-wide knowledge of geography and approximately 800 wildlife species. The position interacts with all levels of employees within the organization as well as members, non-members, committee members, measurers, and related vendors and service providers.
PHYSICAL DEMANDS/ENVIRONMENT FACTORS
Essential functions are performed in a typical office environment and require operation commonly used office machines and equipment.
This position requires a High School Diploma and 4 years of customer service and sales experience. Must possess knowledge of the hunting industry, geography and wildlife.
Must demonstrate excellent communication skills, attention to detail, organizational skills and exceptional customer service.
Must be proficient with spreadsheet, word processing, database, and graphic presentation software programs and have the ability to become proficient with proprietary software needed for the performance of the essential functions of the position. Any equivalent combination of education, training and/or experience that fulfills the requirements of the position will be considered.
Advanced course work in data processing, accounting and customer service is preferred.
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