Records Management

3 months ago

County, United Kingdom Nueces County Full time

Base Pay: $16.13 Hourly


Required Test: Clerical

SUMMARY:
This position is responsible for providing administrative work related to records management of maintaining, protecting and disposing of records and information administered under the County Clerk.

Manages the retention and destruction schedule of County Clerk records to ensure compliance with the Texas State Library and Archives Commission.

The employee is required to be on duty before, during, and after natural disasters and emergencies, as directed by the Department Head.

ORGANIZATIONAL RELATIONSHIPS:
Reports to the Filings Manager.

May be assigned to any other section of the County Clerk's Office and may be transferred from one section to another for office support or for cross-training.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:
Maintains, transports, and stores archival records.

Prepares draft forms for disposing of permanent records and destroys records in accordance with the Texas State Library and Archives Commission, and the Records Management Program implemented in the County Clerk's Office.

Maintains an automated records management system; purges or updates files; compiles, tabulates and retrieves various data for statistical or reporting purposes.

Analyzes files (chronological or alphabetize order), classifies and labels each record in preparation for audits, court hearings and statistical data.

Assist with planning and implementing a computerized information system to standardize filing, retrieving records and other information.

Coordinates efforts with co-workers in maintaining a high level of standardized filing method.

Monitors records retention schedules to determine timetables for transferring active records to inactive storage, reducing paper records to electronic storage or for destroying obsolete or unnecessary records.

Responsible for proper filing and retrieval of documents pertinent to office operations and clientele; handles highly confidential and sensitive information/data in accordance with established policies and procedures.

Demonstrates continuous effort to improve operations, streamline work processes, work cooperatively and jointly with others to provide quality seamless customer service.

Performs receptionist/clerical duties as a backup to other office staff on an as-needed basis; monitors and replenishes office supplies when necessary.

Performs other related duties as assigned or authorized by the supervisor to achieve office goals and objectives.

Answers telephone inquiries and provides information and directions.

Other duties may be assigned.

OTHER DUTIES:
QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

The requirements listed below are representative of the knowledge, skill, and/or ability required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:
High school diploma or general education degree (GED), plus one year of experience working with electronic equipment, computers, and/or mechanical equipment.

College-level coursework in engineering, science, or electronics may be substituted for work experience at the rate of 15 semester hours of specific coursework for one year of experience.

Experience with clerical or recordkeeping functions is preferred.

LANGUAGE SKILLS:
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.

Ability to write routine reports and correspondence.

Ability to speak effectively before groups of customers or employees of organization.

MATHEMATICAL SKILLS:
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY:
Ability to deal with problems involving several concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS:
Must possess a valid Class C Texas Driver's License.

Any employee who drives a vehicle on official business must have a driving record which meets standards set by the County and the County’s insurance carrier.

OTHER SKILLS AND ABILITIES:
Ability to learn new technologies consistent with the job classification.

Demonstrated ability or ability to learn to operate electronic voting equipment.

Ability to read and understand technical instructions.

Must be able to work overtime when necessary.

Mechanically inclined with demonstrated manual dexterity.

Knowledge of general clerical procedures.

Ability to speak and understand Spanish is helpful, but not required.

PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals w

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