Records Clerk – Douglas County, GA

SALARY: $18.78-$20.00/hourly, $39,066.98-$41,600.00

S UMMARY : Responsible for coordinating and implementing records center operations, including databases. Identify and plan imaging projects, create timelines, write specifications, monitor progress, document, and evaluate project results. Process, scan, and index according to industry standards. Recommend, implement, and help manage projects to preserve Douglas County’s historically significant documents.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Duties include but are not limited to:

· Assists with response to open records requests from the public ensuring security and certification requirements are met, referring to other sources as appropriate, and denying requests when deemed necessary

· Assists judicial and other administrative departments with all matters pertaining to records center operation policies and procedures

· Maintains accurate indices and other finding aids to ensure that records center inventory is adequately controlled, specifically managing the inventory of judicial case files in the records database

· Performs quality control on incoming transmittals, ensures efficient utilization of records center space through proper location, imports data, creates labeling guides, and transfers into Records Center

· Develops working relations with all records center users and collaboratively resolves all incoming requests. Enters file system data appropriately into the database, verifies content, and provides to judicial and other administrative departments on a scheduled basis.

· Coordinates case information with judicial departments to file, maintain, and update case files in the records center.

· Processes obsolete records for destruction, in accordance with retention policy and established procedures

· Compiles records center statistics for inclusion in departmental reports.

· Works with user departments on special research and retrieval projects to ensure that all information needs are met.

· Process, image, and index records series for access and preservation, ensuring security and preservation of documents in the records center

· Identify and plan imaging projects, create timelines, write specifications, monitor progress, document, and evaluate project results.

· Provide support and answers technical questions relative to the imaging system.

· Plan, schedule, assign, coordinate, and supervise daily work tasks for community service workers, as necessary.

· Performing other duties as assigned

QUALIFICATION REQUIREMENTS:

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 necessary. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

MINIMUM EDUCATION and/or EXPERIENCE:

· High school diploma or General Educational Development Certificate (GED)

· Two years of records related experience in government or private agency and specialized office experience in area of assignment

· An equivalent combination of education and experience may be considered

ELIGIBILITY REQUIREMENTS:

· Minimum 18 years of age

CERTIFICATES, LICENSES, REGISTRATIONS:

· Possess and maintain a valid Driver’s License (Class C) and satisfactory motor vehicle record (MVR)

KNOWLEDGE, SKILLS, AND ABILITIES:

• Judgment and initiative in planning, organizing, directing, and performing the work of assigned areas of responsibility
• Self-motivation and ability to work independently
• Ability to plan and organize work
• Ability to coordinate the resources available for an effective program
• Oral and written communication skills, including the creation of written reports and skills to collaborate with employees in multiple departments
• Ability to read and interpret diverse documents
• Ability to develop and monitor responses to issues as delegated
• Knowledge of Windows environment and Microsoft applications, specifically considerable knowledge of Microsoft Access
• Ability to handle boxes on ladders and to lift fifty pounds

TOOLS AND EQUIPMENT USED:

Assorted modern office equipment which may include, but is not limited to:

Personal computers Photocopiers Fax machines Calculators

Scanners County Vehicles Printers Radios

Alarm board Telephones (mobile and/or radio)

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by any 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.

· While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. The employee is required to reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl

· The employee must occasionally lift and/or move more than 50pounds

· Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus

· Some tasks require the ability to perceive and discriminate colors or shades of colors, sounds, taste, odor, depth, texture, and visual cues or signals

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.

· Work is performed in an office environment

Work includes outdoor responsibilities and exposure to weather conditions