Records Management Specialist - Clerk of the Board

Job Description Summary

Department - Clerk of the Board

Job Description

Job Type: Classified

Job Classification: 5854 - Records Management Specialist

Salary Grade: 4

Pay Range

Hiring Range: $18.89 - $22.19 Per Hour 
Pay Range: $18.89 - $25.50 Per Hour 

Range Explanation:

• Hiring Range is an estimate of where you can receive an offer. The actual salary offer will carefully consider a wide range of factors, including your skills, qualifications, experience, education, licenses, training, and internal equity.
• Pay Range is the entire compensation range for the position.

The Management of Information and Records Division of the Clerk of the Board’s Office, which administers the County Records Management Program, is currently seeking a Records Management Specialist. The primary duties of this position include converting manual records and other materials into microfilm/microfiche images using micrographic equipment, performing operator-level maintenance, and servicing and repairing associated equipment.

Essential Functions:

As defined under the Americans with Disabilities Act, this classification may include any of the following tasks, knowledge, skills, and other characteristics. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents of this class. Work assignments may vary depending on the department’s need and will be communicated to the applicant or incumbent by the supervisor.

• Receives requests for records from County departments, retrieves files and/or boxes and delivers them to respective departments;
• Collects records to be refiled, converted to microfilm, microfiche, or digital images, or destroyed;
• Receives new records, assigns the appropriate classification, updates the inventory of records, and stores them in their correct category;
• Performs quality control tasks, ensuring that quality standards have been meet and no documents have been missed; performs archival assurance testing (density and resolution) on microfilm;
• Selects documents identified for permanent microform or digital storage, conducts density and resolution tests on microfilm prior to converting documents, microfilms and scans documents, processes microfilms in the dark room and uploads digital images, and ensures that records are legible in their microform or digital formats;
• Prepares and submits invoices to applicable departments once their records have been converted to paperless formats;
• Keeps current with microform and digital storage processes and technology;
• Performs regular operator-level servicing and maintenance of scanning equipment.

Minimum Qualifications:

Two years in records or document management with experience in document handling and records management, including preparation, cleaning, digitization, and archival of various media.

OR:

One year of experience with Pima County as a Records Technician AND six months of experience in the preparation, cleaning and microfilming of records and other media.

(Microfilming experience may be concurrent with general experience cited.)

Qualifying education and experience must be clearly documented in the "Education" and “Work Experience" sections of the application. Do not substitute a resume for your application or write "see resume" on your application.

Preferred Qualifications: (Be specific in describing your experience in your application. Ensure the descriptions provided illustrate your competencies, specifically addressing the required and preferred qualifications.): 

• Experience with micrographic equipment.
• Experience using automated records system.
• Experience storing, inventorying, retrieving, and delivering archived records.
• Experience researching, sorting, and preparing County-specific documentation for archival of records per county/state/federal records retention guidelines.

Selection Procedure: 
Pima County Human Resources Department reserves the right to admit to the selection process only those candidates that meet the minimum qualifications. All applications will be assessed based on an evaluation of the listed education and experience. Candidates meeting the minimum qualifications may be further evaluated/scored against any advertised Preferred Qualifications. The hiring authority will interview and select the successful candidate from a referral list provided by Human Resources. Additional assessments/testing may be required as part of the selection process.