Records Specialist

Records Specialist

SRN A22: $5,748 - $7,820, Monthly, Non-Exempt

Bargaining Unit: Teamsters 1932

Department: Administration

Section: Records Management

Reports to: Records Program Manager, Clerk of the Board

Supervises the following positions: N/A

Promotional opportunity procedures will include the following:

• Review of minimum qualifications
• Review of personnel file, including but not limited: attendance history, disciplinary history, and performance evaluations
• Testing/Assessments
• Oral Interview(s)

Definition: Under general supervision, provides support for the District's Records Management function ensuring that records are properly cataloged and that retention dates are consistent with policy; monitors and audits offsite records storage for compliance with retention policy; provides additional specialist support to management; and performs related work as required.

Class Characteristics: This journey level classification is responsible for independently performing technical records management and support duties in support of the District's Records Management program. Positions at this level exercise judgment and initiative in their assigned tasks, receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.

Examples of Typical Job Functions

• Maintains centralized District-wide records in accordance with the District's records management policy and all legal requirements; maintains and implements coding and indexing structures and applies appropriate indexing criteria to documents; recommends additions and revisions to established file category and indexing structures; maintains and updates records inventories and databases.
• Maintains and updates the District's record retention schedule to ensure compliance with all legal requirements; oversees and schedules the destruction of records in accordance with legal retention schedule and destruction guidelines.
• Receives and responds to requests for records under the Public Records Act; conducts research and locates documents and records; as necessary, obtains advice from Clerk of the Board regarding records to be released; receives, researches and responds to requests for information and documents from District officials and employees.
• Performs a variety of general and electronic filing duties of varying difficulty including indexing District records for historical purposes; monitors the records management mailbox for requests; creates files, assembles papers, checks for duplication, maintains sequence, ensures all enclosures are with cover documents.
• Conducts records searches to identify records; performs quality checks for accuracy and conformance to acceptable standards.
• Locates materials and data; prepares documents by date stamping, and placing routing information on the document; files documents in the correct locations; maintains files in a neat and orderly manner and repairs files as needed.
• Provides information related to the District's record retention program and requests for information; performs image manipulation functions for the imaging system; processes a large volume of requests for filing, archiving, and indexing records including assigning file numbers, scanning and electronic distribution to staff.
• Assists with archiving boxes, updating information in the automated system, and restocking boxes in the archive room.
• Processes and routes incoming mail; processes incoming emails; prepares and electronically files documents from multiple sources.
• Provides backup and coverage for the mailroom and switchboard; receives and processes incoming calls at the switchboard; performs large copy/print jobs; processes and routes incoming faxes and package deliveries; assists with special projects.
• Observes and complies with District and mandated safety rules, regulations, and protocols.
• Performs other duties as assigned.

Minimum Qualifications

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Education: Equivalent to a High School diploma, supplemented by specialized courses in records management, business administration, or a related field and at least 3 years of progressively responsible experience in developing and maintaining filing and records systems, preferably involving the operations of computer-based document management systems; or an equivalent combination of training and experience.

Experience: Three (3) years of progressively responsible experience supporting an administrative or document retention and management program.

Licenses and Certifications: Possession of a valid California Driver's License, to be maintained throughout employment. Designation as a Certified Records Analyst (CRA) is required within twenty-four (24) months of appointment. All required licenses and certificates must be maintained throughout employment in this classification.

Knowledge of:

• Operations and services of a comprehensive document and records management program.
• Principles and practices of electronic records retention and file management.
• Generally Accepted Record Keeping Principles.
• Methods and techniques used in document preparation for electronic filing.
• District policies with respect to document retention for multiple operational areas.
• Records center operations such as retention, retrieval, reduction, and recovery.
• District operations, organizational structure as necessary to effectively perform duties.
• District purchasing policies and procedures.
• Principles and practices of collecting and compiling records data.
• Operational characteristics of Records Management Software (RMS) as it relates to assigned duties.
• Applicable federal, state, and local laws, rules, regulations, and procedures relevant to assigned areas of responsibility.
• District and mandated safety rules, regulations, and protocols.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and District staff.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.

Ability to:

• Review information and determine appropriate disposition of records and files.
• Perform responsible electronic filing and retrieval.
• Perform document search and retrieval.
• Work collaboratively with District staff to ensure effective use of the Records Management System.
• Demonstrate effective customer service skills.
• Learn and apply pertinent subject matter procedures, precedents and policies of the document control center.
• Understand the organization and operation of the District as necessary to assume assigned responsibilities.
• Respond to and effectively prioritize multiple requests for service.
• Understand and carry out oral and written directions.
• Make accurate mathematical calculations.
• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.