Records Assistant

Job Summary

This position performs technical duties in the processing and maintenance of department records. Ability to organize and prioritize large volumes of records, ability to work independently and as part of a team, ability to identify missing documentation and resolve discrepancies.

Work is performed and duties are carried out in accordance with established policies, procedures, and Borough core values: Accountability, Customer Focus, Dedication, Integrity, Responsiveness and Teamwork.

Pay Grade

D1

Minimum Requirements

High School diploma or equivalent.

One year of experience in a similar position, sufficient to understand the basic principles relevant to the major duties of the position. Relevant experience with electronic document management or records retention systems, data entry with a high degree of accuracy and attention to detail, scanning, indexing, and electronically filing documents, records management, document organization, and file maintenance, customer service experience in an office or government setting, general office administration and clerical support and experience following established procedures and quality control processes.

Proficiency with Microsoft Office (Word, Excel, Outlook) and Adobe Acrobat

Possession of or ability to readily obtain a valid driver's license issued by the State of Alaska for the type of vehicle or equipment operated.

Must successfully pass a pre-employment background check and physical.

Completion of required Incident Command System (ICS) courses in accordance with established Borough policy.

Duties/Responsibilities

• Reviews records for accuracy and completeness; researches and corrects incorrect information.
• Prepares paper files and records for microfilm and verification.
• Enters folders into Borough-wide records management system.
• Prepares and scans large documents.
• Reviews microfilm to verify successful conversion.
• Returns paper files to shelves or transfers files to the Records Management Division for off-site storage or destruction; creates records transfer sheets and destruction forms.
• Runs reports from the records management database for local, interim and permanent storage of Borough records.
• Strong written and verbal communication skills
• Excellent time management and organizational skills
• Knowledge of records retention policies and confidentiality requirements
• Performs related duties.