Records Clerk

GENERAL SUMMARY: The purpose of this classification is to provide clerical support to the department by processing department forms and documents, entering data into program databases, and conducting records maintenance activities for the department

Key Responsibilities and Performance Standards:

• Receives, reviews, prepares and/or processes department documents such as Save and E-Verify documentation, bonds, insurance cards, state cards, and other documents.: verifies, completes and/or codes required information; enters information into department databases; updates database information; creates new files and purges old data as appropriate; and maintains copies in department files.

• Processes requests for records' and reports: receives requests; locates and retrieves records and reports; forwards to requesting personnel; and ensures records and reports are returned and filed appropriately

• Processes incoming/outgoing mail; sorts, organizes, opens, and/or distributes incoming mail; signs for incoming mail/packages and delivers to appropriate personnel; processes outgoing mail through postage machine; and processes bulk mailing projects.

• Maintains file system of various files/records: prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files; scans records into computer; shreds/destroys confidential or obsolete [ documents; conducts records maintenance activities in compliance with guidelines governing record retention.

• Researches and monitors administrative data pertaining to department operations: conducts research of department files, database records, hardcopy materials, or other sources as needed; and updates data and information in department systems
• Perform other duties of a similar nature or level.

REQUIRED MINIMUM QUALIFICATIONS:

Experience: One (1) year of work experience that shows an ability to maintain steady employment in any field

Knowledge/Skills/Abilities:

• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals
• Ability to interact professionally with all levels of people
• Excellent filing skills
• Proficiency in Microsoft Office Suite such as Word, Excel, PowerPoint and Outlook to coordinate daily work
• Detail-oriented
• Must have good telephone and people skills
• Strong analytical skills
• Excellent communication skills both written and oral

Licensing/Certification: N/A

PERFORMANCE APTITUDES:

• Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships..
• Human Interaction: Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.
• Equipment: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
• Verbal: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and
• Math: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
• Functional Reasoning: Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
• Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.
• Physical Abilities: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.
• Sensory Requirements: Some tasks require the ability to communicate orally.
• Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental