POSITION TITLE:   RECORDS MANAGEMENT TECHNICIAN I

               POSITION NUMBER:   DTA.1417

                         DEPARTMENT:   DISTRICT ATTORNEY

                STARTING SALARY:   $13.66 - $15.36 PER HOUR (DOQ)

    APPLICATION DEADLINE:   05/22/2008

 

 

APPLICANT ACCEPTING THIS POSITION WILL ATTEND A PHYSICAL EXAM AND UPPER EXTREMITY WELLNESS APPOINTMENT AT OUR DESIGNATED PROVIDER.

 

Performs day-to-day general production activities associated with supporting an Imaging and Records Management Center including basic and complex document preparation for scanning, operating all standard County scanners, basic and advanced indexing/data entry of documents, ensuring Quality Assurance/Quality Control of images and indexes are adhered to, maintaining records activity in the vault, maintaining appropriate department records and files, and providing general to advanced assistance with the Imaging and Records Management processes.

 

ESSENTIAL FUNCTIONS:

·         Receive, sort, and process incoming and outgoing mail; distribute mail to office personnel.

·         Operate routine office equipment to support operations of the department/division including copiers, fax machines, telephone systems, and computers.

·         Open, sort, and file hardcopy or computer file documents and records; update general information for further processing and maintenance of records; maintain alphabetical, index, numerical, and cross-reference files and filing systems.

·         Receive department documentation for scanning production; burn CDs as required and/or copy audio/videotapes.

·         Input documents into the imaging system by scanning and indexing departmental documents according to established imaging procedures.

·         Perform data entry of a variety of index fields associated with each document class type.

·         Ensure documents are clear and indexed properly by performing standard quality assurance and quality control processes for scanning and indexing.

·         Maintain records of production activity by document type, record series, and/or equipment readings.

·         Assist with record retention standards and preparation of documents for imaging.

·         Explain and assist departmental liaisons with preparation of necessary documentation to submit for an imaging project.

·         Provide internal and external customer service.

OTHER DUTIES:

·         Attend internal and divisional staff meetings as required.

·         Perform related duties as appropriate or necessary for performance of the job.

QUALIFICATIONS:

Knowledge of:

·         Modern office practices and procedures.

·         Routine software and business application including, but not limited to, word processing, spreadsheets, presentation software, databases, CD burners, duplicating equipment, and scanning equipment.

·         Federal, state, or local government business.

·         Alpha and numerical reasoning.

Ability to:

·         Establish and maintain effective working relationships with other County employees, representatives of other agencies and organizations, and members of the community.

·         Communicate clearly and concisely, both orally and in writing.

·         Accomplish the assigned workload in a timely manner and meet established performance standards and objectives.

·         Organize and manage time to successfully complete tasks and projects.

·         Work in a team and production environment.

·         Multi-task.

·         Type 35 – 40 words per minute.

EXPERIENCE AND TRAINING:  Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying.

Experience:

·         None to one year of experience in records management, a directly related field, or in the performance of similar duties and responsibilities.

Training:

·         Equivalent to the completion of the twelfth grade.

 

SPECIAL REQUIREMENTS:

·         Physical Requirements:  Must be physically able to operate a variety of machinery and equipment such as computers, typewriters, facsimile machines, photocopiers, and computer scanners.  Requires the ability to climb, reach, and/or stretch arms, legs, or other parts of body to grasp and move objects.  Work involves walking and standing.  Requires the ability to exert up to 14-18 pounds of force occasionally and/or up to 10 pounds of force constantly to move objects.  Physical requirements are those for Light Work.

·         Data Conception:  Requires the ability to compare and/or judge the readily observable, functional, structural, or composite characteristics (whether similar to or divergent from obvious standards) of data, people, or things.

·         Interpersonal Communications:  Requires the ability to speak and/or signal people to convey or exchange information.  Includes receiving instructions, assignments, and/or directions from supervisors.

·         Language Ability:  Requires the ability to read a variety of correspondence, forms, reports, etc.  Requires the ability to prepare correspondence, reports, forms, etc., using prescribed formats and conforming to all rules of punctuation, grammar, dictation, and style.  Must be able to speak to people with poise, voice control, and confidence.

·         Intelligence:  Requires the ability to apply rational systems 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, diagrammatic, or schedule form.

·         Verbal Aptitude:  Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions.  Must be able to communicate effectively and efficiently in a variety of professional and technical languages including legal terminology.

·         Numerical Aptitude:  Requires the ability to utilize mathematical formulas; add, subtract, multiply, and divide, and calculate decimals and percentages.

·         Form/Spatial Aptitude:  Requires the ability to inspect items for proper length, width, and shape.

·         Motor Coordination:  Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment and motor vehicles.

·         Manual Dexterity:  Requires the ability to handle a variety of items, control knobs, switches, etc.  Must have moderate levels of eye, hand, and foot coordination.

·         Color Discrimination:  Requires the ability to differentiate between colors and shades of color.

·         Interpersonal Temperament:  Requires the ability to deal with people beyond giving and receiving instructions.  Must be adaptable to performing under stress and when confronted with persons acting under stress.

·         Physical Communications:  Requires the ability to talk and hear.  (Talking – expressing or exchanging ideas by means of spoken words.  Hearing – perceiving nature of sounds by ear.)  Must be able to communicate via telephone.

 

 

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