Deputy Clerk- Record Center

Job Title

Under the direct supervision of the Record Center Supervisor, performs a variety of records management functions.

Essential Job Functions

Essential Job Functions (Essential function, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills and other characteristics. This list of tasks is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by positions in this class.)

• Receives and processes requests for records research for all County departments, performs data processing duties; makes recommendations in relation to programming/reprogramming needs.
• Processes, receives, collects and delivers mail to/from County departments, the State mail system and the United States Post Office; operates and performs preventative maintenance on various types of mail equipment; coordinates courier services; prepares certified and registered mail; processes monthly mail service billings; advises County staff regarding available mail services.
• Performs electronic document imaging and microfilming functions; makes adjustments to document quality; coordinates final quality control inspections on imaged and filmed documents;
• Maintains quality control of microfilm; maintains and makes minor repairs to equipment; monitors supply inventories.
• Liaises with various County departments regarding materials, supplies and equipment requirements; obtains price quotes; allocates costs to appropriate funding source; prepares/issues vouchers and transmits them to the Clerk's Accounting Office for payment; inspects received materials and equipment for quality and accuracy of order; maintains inventory and file of vendors.
• Receives and processes Records Transfer forms from various County departments; documents information required for retrieval, tracking and retention/destruction of records according to State Archives regulations.
• Generates reports to schedule records for destruction; prepares records inventories and destruction notices; determines required method of destruction; coordinates with transferring agency for approval of record destruction.
• Provides assistance with testing voting equipment; deploys and retrieves election equipment; maintains/distributes election supplies and inventories.
• Performs other duties as assigned or required.

Qualifications

Minimum Qualifications: High School Diploma or equivalent; one year office/clerical experience; or equivalent combination of education, training and experience. Must have a valid driver's license.

Knowledge and Skills:

• Knowledge of records management activities, processes, and standards.
• Knowledge of laws/regulations pertaining to record retention and destruction.
• Knowledge of electronic document imaging and microfilming processes and equipment.
• Knowledge of mail processing services, standards, and equipment.
• Skill in performing various records management functions and activities.
• Skill in coordinating records retrieval, transfer, retention, and destruction.
• Skill in processing mail and operating/maintaining mail equipment.
• Skill in performing electronic document imaging and microfilming functions.
• Skill in coordinating office supplies and equipment orders.

Physical Demands:

• Constantly remains in a stationary position more than 60% of the time to complete necessary computer work.
• Frequently moves boxes and voting machines weighing 50lbs, including frequently lifting and lowering equipment and boxes from shelves 10 feet high. Occasionally moves equipment and boxes up to 75lbs,
• Frequently ascends/descends a ladder to move boxes and equipment
• Frequently moves boxes that weigh 50lbs at a low level including the floor.
• Occasionally drives a Cargo Van to transport supplies, equipment and boxes.
• Frequently communicates information and ideas so others will understand. Must be able to exchange accurate information in these situations.
• Frequently observes details on boxes, mail, computer screen and other objects to assist in making decisions and processing.