Records Coordinator – Department of Human Services Operations

Full Job Description

This is an in-person position. This position has an anticipated work schedule of Monday – Friday, 7:30am – 4:30pm, subject to change.

This position provides records support for effective departmental operations. Prepares and organizes documents for conversion and storage, operates and maintains imaging equipment, and responds to calls for records services. Employment is subject to the terms, conditions, and policies detailed in the Personnel Policies Manual (PPM). This position requires regular in-person presence as an essential job function.

Requirements

• Researches records for various services and benefits through applicable databases for internal and external records requests; makes updates to programs or databases as needed.
• Organizes and prepares documents for filing or scanning. Performs quality assurance on all records and verifies documents that have been scanned/filed. Assesses physical and electronic records to ensure files are intact and include complete information.
• Responds to requests for records or information from clients, staff, and other authorized individuals in a timely manner.
• Researches, locates, retrieves, and transports hard-copy or electronic records/files. Indexes storage boxes and prepares boxes for storage. Operates computers for records research and indexing requirements.
• Scans and destroys hard copy and electronic records according to established retention schedule.
• Photocopies, prints, emails, organizes and redacts confidential information from records as needed.
• Processes, routes, and/or files incoming documents and provides follow-up as necessary. Handles outgoing documents, including processing certified and restricted mail.
• Operates computers and quality control equipment according to established procedures and requirements. Conducts quality assurance tests on all imaging equipment. Performs preventative maintenance and repairs minor equipment problems.
• Provides general administrative support as needed. 
• Trains employees and provides assistance related to the scanning and electronic document management system as needed.
• Attends and participates in meetings and trainings as directed.
• Maintains internal reports related to record management duties. .
• Operates a vehicle to pick up and/or deliver materials. Loads and unloads boxes from department vehicles on a regular basis.
• As assigned, operates warehouse order picker equipment to store and retrieve boxes from multi-level shelving system on a regular basis. Operates pallet jack to move pallets of boxes around the warehouse on a regular basis. Operates a hand truck to move boxes around the warehouse on a regular basis.
• Performs other duties as required.

Supervision Exercised: This classification does not have supervisory authority and requires no supervision or direction of others.
Supervision Received: Receives intermittent supervision. This classification normally performs the job by following established standard operating procedures and/or policies. Regular direction, guidance, and coaching from supervisor is expected. There is a choice of the appropriate procedure or policy to apply to duties. Performance reviewed periodically.

Qualifications

Knowledge, Skills & Abilities

• Knowledge of records management and document storage techniques.
• Knowledge of computers and software applications, such as Word and Excel.
• Strong analytical, organizational, and planning skills and a high degree of integrity and trustworthiness in dealing with sensitive and confidential information. Ability to maintain strict confidentiality.
• Ability to diagnose, solve, and correct equipment problems.
• Ability to operate barcode devices, document scanners, and personal computers.
• Ability to maintain an orderly filing system and inventory control.
• Ability to manage multiple tasks and reprioritize as work situations change.
• Ability to efficiently plan, schedule and organize.
• Ability to work and communicate effectively with co-workers, County employees, clients, other agencies, and the public. Ability to provide excellent customer service.
• Maintain regular and punctual attendance.

Required Education & Experience

• High school diploma or equivalent education.
• Two years of administrative or records management experience.
  • Associate’s degree in a related field may substitute for one year of the required experience.
  • Bachelor’s degree in a related field may substitute for two years of the required experience.

Preferred Education & Experience

• One year of customer service experience

Licenses/Certificates

• Must possess and maintain a valid driver's license.
• Must obtain and maintain necessary certifications/licenses as applicable to position.

Pre-Employment Requirements

• Must pass conditional post offer background investigation, motor vehicle record check, drug screen, and physical examination.

Additional Information

Duties are performed in an office/computing center or warehouse environment. Requires lifting of heavy files/boxes and pulling files from shelves. Required to stand and/or walk for long periods of time. Must be able to safely lift and carry up to 35 lbs. Employees may be subject to a noisy environment and work at heights using mobile equipment. Position may require the operation of machinery and equipment, such as a forklift, pallet jack etc.; may be exposed to dust. 

The classification specification above is intended to represent only the key areas of responsibilities and minimum qualifications; specific job assignments, duties, education, experience, licenses/certifications, and environmental conditions will vary depending on the needs of the department/office and the particular assignment. Changes to this document may only be made by a member of the Human Resources Department.