DOCUMENT TECHNICIAN

City Clerk Records Management

This position performs internal services to city departments and divisions by maintaining their record inventories. Organizes, receives and stores record storage boxes; document check-in and check-out, document preparation, scanning, editing, indexing, quality control and filing; issues records to internal and external organizations; updates records inventory tracking databases; processes records for retention or disposal. Responsible for operating microfilm / microfiche and other imaging related equipment and software in the creation of electronic files or archives. Relies on instructions and pre-established guidelines to perform the functions of the job. Typically works under and reports to a supervisor. The work is considered heavy and involves walking or standing some of the time and involves exerting up to 50 pounds of force on a recurring basis and routine keyboard operations. The work requires the following physical abilities to perform the essential job functions : climbing, crouching, fingering, lifting, and pulling. Work environment involves exposure to no known environmental hazards; and is safe and secure and may periodically have unpredicted requirements or demands.

Essential Job Functions

• Processes all incoming records and documents including, preparation, scanning, editing, indexing, quality control, filing and storing items in records storage facility, downloading scanned information, investigating and resolving all discrepancies with accuracy and attention to detail;
• Processes document retrieval orders including pulling the items, verifying item, closing service order, log the request or information desired, copy and date material, maintain approved signatures, and distribute information as requested;
• Processes all internal moves including pulling media from one location and storing it in another location, investigating all exceptions and closing requests;
• Processes all destructions including pulling required media, verifying it for retention schedules, accuracy, preparing it for destruction, investigating and resolving all exceptions and closing all work orders;
• Researches and resolves discrepancies encountered during above processes and communicate difficult issues or problems to administrator;
• Prepares and processes all record center paperwork necessary to accomplish the above processes;
• Assists the Records Administrator in maintaining records, creating annual and quarterly reports, and ensuring compliance with city and state policies;
• Type's letters, memoranda, forms, orders, correspondence, reports, other documents and maintains filing systems;
• Conducts Freedom of Information Act requests for the public as needed;
• Picks-up boxed files, prepares boxed files labels accurately and stores boxed files within the records warehouse;
• Participates in training, workshops, and seminars;
• Compiles information using various computer systems and software applications;
• Prepares and maintains files, logs, reports and records;
• Handles confidential information, including personnel paperwork and correspondence; ensures adherence to confidentiality and all local, state, and federal laws regarding records and records management;
• Answers telephones; accepts and relays messages; forwards calls; answers questions; provides information; responds to customer concerns, complaints, and requests; receives service requests;
• Inspects and maintain all equipment including, scanners, terminals, ladders, carts, etc.;
• Observes safety procedures and report any safety issues;
• Assist with special projects and programs as assigned;
• Attends training, meetings, workshops, etc., as required to maintain, enhance and expands job knowledge, skills, and abilities; and
• Performs other related duties as assigned.

Qualifications

Minimum Requirements to Perform Work

Knowledge, Skills, and Abilities