Records Technician Job Description

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CHARACTERISTICS OF THE CLASS

Under the supervision and direction of the City Clerk, provides administrative support in the maintenance and disposition of the City’s records.  Superintends the process outlined in the City of Melbourne records management manual and is responsible for complying with City ordinances and policies, and state and federal laws as they relate to public records.  Processes and fulfills internal records requests and external public records requests.  Provides general guidance to departments and divisions with regard to the maintenance and disposition of records.  Works with considerable independent judgment and requires a high level of attention to detail.  Provides general office support as needed.

EXAMPLES OF DUTIES

A. ESSENTIAL FUNCTIONS

Superintends the process outlined in the records management manual, ensuring compliance with City ordinances and policies, and state and federal laws as they relate to public records.

Establishes and administers procedures to file, protect, retrieve and destroy records, regardless of their form, in accordance with established policies, practices, and laws.  Coordinates with the Florida Department of State, Division of Library and Information Services as needed.

Prepares documents for scanning, loads documents into the scanner, and manages the maintenance of electronic files.  Verifies the accuracy of the electronic files before destroying the source material. 

Conducts research of records that are stored on microfilm, microfiche, aperture cards, electronically, in-house, and in the off-site storage facility.

Manages the movement of records to and from an off-site storage facility and various city departments; works with third-party records storage vendor to track movement.

Provides training and instruction for department and division records coordinators relating to records management practices and procedures.
 
Provides general office support, including answering telephones; opening and distributing mail; assisting walk-in customers; preparing for meetings, workshops, and events; and preparing written communications.

B. MARGINAL FUNCTIONS

Runs errands as needed for City meetings, events and functions.

Assists in set-up for Council meetings, workshops, special meetings, and events.

REQUIREMENTS

A. TRAINING AND EXPERIENCE

 High school diploma, GED, or other certificate of competency, college courses, supplemented with experience in municipal government, or an equivalent combination of training and experience.  Must be familiar with state records schedules, records management, Sunshine Law, and Public Records Law.  Must have experience with document imaging and management software in a Windows environment.

B. KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of records management principles, methods, procedures, and techniques.

Knowledge of document imaging and management software.

Skill in scanning and preserving documents.

Knowledge of City ordinances, laws, and regulations governing records management; and ability to interpret Federal, State and City laws, rules, and regulations relating to records management.

Knowledge of modern office equipment, practices and procedures.

Ability to operate modern office equipment.

Ability to use Microsoft Word, Excel, and other similar programs.

Ability to communicate clearly in English, both orally and in writing.

Ability to make minor decisions in accordance with laws, ordinances, regulations, and established policies and procedures.

Ability to work efficiently and accurately in an atmosphere of frequent interruptions.

Ability to process and prioritize projects and work assignments.

Ability to work with the public in a courteous and polite manner.

Ability to work regularly scheduled hours, and occasional evening and weekend hours.

C. PHYSICAL AND MENTAL REQUIREMENTS

Ability to hear, speak and understand conversation in English in various tones of voice. 

Ability to see and read letters, numbers, words, characters, or symbols which are both large and small, as well as identify colors.

Ability to print and draw letters, numbers, words, characters, and symbols which are legible and understood by others.

Ability to move back and forth and sideways while in a bending, kneeling, or squatting position.

Ability to stay in a bending, kneeling, or squatting position for periods less than 10 minutes.

Ability to go from a standing or sitting position to a bending, kneeling, or squatting position, or vice-versa, periodically.

Ability to learn complex tasks and remember how to complete tasks without assistance once trained.

Ability to walk, stand, and sit for periods longer than 30 minutes but not to exceed 8 hours consecutively.

Ability to lift, carry, push and pull items which weigh up to 30 pounds up/down stairs, or ladders.

Ability to carry items for a distance which ranges from 10 feet to no more than 300 yards.

Ability to lift and/or carry items which are considered awkward to grasp or hold on to.

Ability to lift items (weighing less than 30 pounds) up to or down from chest height.

Ability to hold items (weighing up to 10 pounds) for a period less than 10 minutes.

Ability to walk continuously for more than 5 minutes at a time throughout the working day/

Ability to operate automobile.

THIS JOB DESCRIPTION IS NOT INTENDED TO BE AND SHOULD NOT BE CONSTRUED AS AN ALL INCLUSIVE LIST OF ALL THE RESPONSIBILITIES, SKILLS, OR WORKING CONDITIONS ASSOCIATED WITH THE POSITION.  WHILE IT IS INTENDED TO ACCURATELY REFLECT THE POSITION ACTIVITIES AND REQUIREMENTS, MANAGEMENT RESERVES THE RIGHT TO MODIFY, ADD, OR REMOVE DUTIES AND ASSIGN OTHER DUTIES AS NECESSARY.  THIS JOB DESCRIPTION DOES NOT CONSTITUTE A WRITTEN OR IMPLIED CONTRACT OF EMPLOYMENT.

Revision Date – 2/2015