RECORDS TECH

Description

This position performs internal services to city departments and divisions by maintaining their record inventories. Organizes, receives and stores record storage boxes; document check-in and check-out, document preparation, scanning, editing, indexing, quality control and filing; issues records to internal and external organizations; updates records inventory tracking databases; processes records for retention or disposal. Responsible for operating microfilm/microfiche and other imaging related equipment and software in the creation of electronic files or archives. Relies on instructions and pre-established guidelines to perform the functions of the job. Typically works under and reports to a supervisor.

The work is considered heavy and involves walking or standing some of the time and involves exerting up to 50 pounds of force on a recurring basis and routine keyboard operations. The work requires the following physical abilities to perform the essential job functions: climbing, crouching, fingering, lifting, and pulling.

Work environment involves exposure to no known environmental hazards; and is safe and secure and may periodically have unpredicted requirements or demands.

Essential Job Functions

• Processes all incoming records and documents including, preparation, scanning, editing, indexing, quality control, filing and storing items in records storage facility, downloading scanned information, investigating and resolving all discrepancies with accuracy and attention to detail;
• Processes document retrieval orders including pulling the items, verifying item, closing service request, log the request or information desired, copy and date material, maintain approved signatures, and distribute information as requested;
• Processes all internal moves including pulling media from one location and storing it in another location, investigating all exceptions and closing requests;
• Processes all destructions including pulling required media, verifying it for retention schedules, accuracy, preparing it for destruction, investigating and resolving all exceptions and closing all work orders;
• Researches and resolves discrepancies encountered during above processes and communicate difficult issues or problems to administrator;
• Prepares and processes all record center paperwork necessary to accomplish the above processes;
• Assists the Records Supervisor in maintaining records, creating annual and quarterly reports, and ensuring compliance with city and state policies;
• Type’s letters, memoranda, forms, orders, correspondence, reports, other documents and maintains filing systems;
• Conducts Freedom of Information Act requests for the public as needed;
• Picks-up boxed files, prepares boxed files labels accurately and stores boxed files within the records warehouse;
• Participates in training, workshops, and seminars;
• Compiles information using various computer systems and software applications;
• Prepares and maintains files, logs, reports and records;
• Handles confidential information, including personnel paperwork and correspondence; ensures adherence to confidentiality and all local, state, and federal laws regarding records and records management;
• Answers telephones; accepts and relays messages; forwards calls; answers questions; provides information; responds to customer concerns, complaints, and requests; receives service requests;
• Inspects and maintain all equipment including, scanners, terminals, ladders, carts, etc.;
• Observes safety procedures and report any safety issues;
• Assist with special projects and programs as assigned;
• Attends training, meetings, workshops, etc., as required to maintain, enhance and expands job knowledge, skills, and abilities; and
• Performs other related duties as assigned.

Qualifications

MINIMUM REQUIREMENTS TO PERFORM WORK:

• High school diploma or GED;
• Two (2) years of relevant prior experience;
• Valid South Carolina Class “D” Driver’s License;
• May be required to become South Carolina Notary Public.
• May be required to become and maintain NCIC certification

Knowledge, Skills, and Abilities

• Knowledge of computer literacy and familiarity with Microsoft Windows, Microsoft Office to include Word, Excel, Access, and Outlook and other Records Management software/systems;
• Knowledge of copying, imaging, transcribing, entering or posting data or information;
• Knowledge of imaging, quality measurement, routing/tracking techniques and process;
• Knowledge and ability to perform data entry, release and packaging functions;
• Knowledge of advanced addition and subtraction, spreadsheets (Microsoft Office Excel 2003 or higher), compiling formulas, databases (Microsoft Office Access 2003 or higher), managing and entering data. Compiling data and preparing weekly and quarterly reports;
• Ability to meticulously prepare, proof reading, and dissemination of documents;
• Ability to pay strong attention to detail and accuracy;
• Ability to work at a computer workstation for extended periods of time;
• Ability to perform document preparation task;
• Ability to operate imaging related equipment and software in the creation of electronic files or archives;
• Ability to perform scanning tasks on complex conversions utilizing specialized equipment, high speed equipment and/or flatbed scanning;
• Ability to attend to internal and external customer requests and exchange information with them;
• Ability to exemplify telephone etiquette when answering the phone and transferring calls;
• Ability to handle or use office machines, tools or equipment requiring brief instruction or experience such as computers for data entry, high speed scanners, fax machines, copiers, telephones or similar equipment; may service office machines, including adding paper and changing toner, and software programs including word processing, spreadsheets or custom applications. Warehouse equipment to include shelving, microfilm/fiche reader printer, rotating file cabinet, ladders, hand trucks, box carts and roll carts;
• Ability to perform skilled work involving set procedures and rules but with frequent problems and resolutions;
• Ability to communicate effectively and good interpersonal communication skills;
• Ability to practice and comply with safety standards and procedures;
• Ability to ensure compliance with all record management and employee city, state and federal policies and procedures;
• Ability to be flexible and to adapt to changing needs (within limitations) of the position; ability to multi-task;
• Ability to read, write and communicate in the English language;
• Ability to read and comprehend instructions, regulations, policies, procedures or work orders; writing and composing sentences and completing routine job forms and incident reports, speaking using proper grammar;
• Ability to work under pressure while performing clerical, manual or technical tasks prescribed by standard practices but which will require computation, the use of several procedures, and the use of independent judgments with obvious choices; requires strong attention to detail and accuracy for accurate results;
• Ability to work at a sustained pace to meet production rates while producing quality work with flexibility;
• Ability to work at a computer workstation for extended periods of time; and
• Ability to guide guiding others, requiring a few decisions affecting a few co-workers; works in a stable environment with clear and complicated written/oral instructions but with some variations from the routine.