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HomeMy WebLinkAboutRecords Management SpecialistJEFFERSON COUNTY Job Description Job Title: Records Management Specialist Department: Central Services Reports To: Director of Central Services FLSA Exempt: NO HIP AA: Level 3 Union: Teamsters BBP: NO Salary Level: ISM Location: Courthouse Approved By: Human Resource Manager Approved Date: October 14, 2015 r�2 -� •- zt��/zz_� -LJ SUMMARY Plans, develops, and administers records management policies, procedures, systems, and programs to store, maintain, and retrieve all county records by using the most effective technology affordable by performing the following duties. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Develops and implements record management policies intended to standardize filing, retrieving, and protecting county data as contained on paper, microfilm, digitized media, image data, or any other media. Develops record retention /destruction schedules that comply with Washington State Records laws. Assures that all retention/destruction policies are consistent with State document retention requirements. Directly monitors any records destruction or disposal actions. Arranges for the transfer of County records to the State archive site. Coordinates with various County departments to determine their records management needs and prioritizes work accordingly. Provides automated document imaging systems for use by County departments; provides training for such systems. Performs data base management procedures for document management systems. SUPERVISORY RESPONSIBILITIES No supervisory responsibilities. Jefferson County Job Description: Central Services - Records Management Specialist COMPETENCIES: To perform the job successfully, an individual should demonstrate competency in the following: Professionalism - Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments. Safety and Security - Observes safety and security procedures; reports potentially unsafe conditions; uses equipment and materials properly. Adaptability - Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events. Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics. Customer Service - Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments. Interpersonal Skills - Focuses on solving conflict, not blaming; maintains confidentiality; listens to others without interrupting; keeps emotions under control; remains open to other's ideas and tries new things. Technical Skills - Pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others. Cost Consciousness - Works within approved budget; develops and implements cost saving measures; conserves organizational resources. Ethics - Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and ethically; upholds organizational values. Organizational Support - Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values. Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality. Quantity - Meets productivity standards; completes work in a timely manner; strives to increase productivity; works quickly. Attendance/Punctuality - Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time. Dependability - Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; completes tasks on time or notifies appropriate person with an alternate plan. Innovation - Displays original thinking and creativity; meets challenges with resourcefulness; generates suggestions for improving work; develops innovative approaches and ideas; presents ideas and information in a manner that gets other's attention. QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and /or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and /or EXPERIENCE Bachelor's degree (BA or BS) from a four -year college or university in Records Management or Data Management Systems or other appropriate field of study and three (3) years related experience in records management; or an Associate's Degree (AA) in an Jefferson County Job Description: Central Services - Records Management Specialist appropriate field of study and five (5) years of related experience. Technical or post graduate education that is directly related may be substituted for up to two (2) years of experience; or the equivalent combination of education and experience. LANGUAGE SHILLS Ability to read and interpret documents such as ordinances, statutes, software documentation, and various document management technical manuals. Ability to analyze information and write reports for consumption by both technical and non - technical persons. MA THEMA TICAL SKILLS Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations. Ability to utilize variables in various programming languages to perform calculations. REASONING ABILITY Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, or diagram form. COMPUTER SHILLS To perform this job successfully, an individual should have knowledge of MS Access Database software; Explorer Internet software; Outlook E -Mail software; Document Imaging System software; GIS software; MS Excel spreadsheet software and MS Word word processing software. OTHER SKILLS & ABILITIES Ability to work on multiple projects concurrently, often with frequent interruptions. Ability to perform complex, multi -step processing of data to provide final data products to customers. Experience with major PC operating systems, major network operating systems, and PC databases. Knowledge of computer hardware, firmware, and operating software systems. Must have proven computer troubleshooting experience. Knowledge of software design techniques for file structures, access methods, database structures, batch processing, on -line processing, real time processing, interactive time sharing, etc. Knowledge of records management systems and document imaging systems including hardware, firmware, and operating software systems. CERTIFICATES, LICENSES, REGISTRATIONS Valid Washington State Driver's license. Must pass a thorough background investigation which includes being fingerprinted. Jefferson County Job Description: Central Services - Records Management Specialist PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee is regularly required to stand; walk; sit; use hands to finger, handle, for feel objects, tools, or controls; and to talk or hear. The employee is occasionally required to reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 25 -30 pounds and occasionally lift and /or move up to 45 pounds. WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. CAREER LADDER/SKILL BAND POSITION This position is part of the Information Services Skill Band.