CITY OF OLYMPIA CLASS SPECIFICATION RECORDS SPECIALIST
DATE PREPARED JOB CODE SALARY RANGE FLSA STATUS REVISED
5/90 210 046 COVERED 11/95
POSITION DESCRIPTION Function: Under general supervision, plan, coordinate, and implement record storage, retrieval, and retention systems for City departments. Essential Function: The information contained in this classification specification is a representative sample of essential and other functions performed in this classification. Specific essential functions are identified for position recruitment and other administrative procedures. Examples of Duties: Conduct continuous quality assurance status reviews of assigned City records systems; plan, present, and implement methods for ensuring records and records systems are maintained in accordance with rules, regulations, space and other considerations; implement plans and monitor/adjust recommendations as necessary. Responsible for creating and maintaining short and long-term records storage, retrieval, and retention systems. Receive, label, index, classify, and store public records in a wide variety of formats using a diverse array of technologies, methods, and procedures. Areas of assigned records responsibility may include court, payroll, accounting, utilities construction, planning, land use, development, drawings, maps, specifications, ordinances, deeds, contracts, resolutions, and municipal codes. Coordinate inter and intra departmental records retention projects. Responsible for researching all applicable rules and regulations concerning records retention, maintaining current knowledge of statutes and regulations pertaining to public records, presenting system change recommendations to managers and supervisors, and implementing decisions. Responsible for researching current technologies in records retention, maintaining awareness of emerging technological developments, and full utilization of current City records retention, storage, and retrieval system options. Conduct records system related feasibility studies, prepare storage and retrieval plans and procedures, and make equipment and technology recommendations. Perform all duties necessary to store and retrieve records, such as document scanning, computer file transfers, and data entry. Back up, copy, duplicate, or archive records as necessary using a variety of methods, including computer systems, off site storage, or transfer of documents to private storage or public archive facilities. Provide in-person and telephone customer service by conducting searches for records, explaining City record system capabilities and procedures, conducting demonstrations and training sessions, and distributing documents in a variety of formats to distribution lists and individuals. Organize storage areas and conduct regular records disposal and destruction activities. Contacts: The Records Specialist has extensive contacts with other Department staff to ascertain records production level, retrieval, storage, indexing, labeling, access, and retention needs. Interaction with other Departments will be necessary to coordinate special records retention programs and projects. The Records Specialist will also communicate with outside vendors and other records professionals to research various permanent storage systems. The Record Specialist may have frequent contact with members of the public seeking documents, information, and access to City public documents. Supervision: May act as lead to other staff on a regular or project basis. Accountability: The Records Specialist is accountable for ensuring the assigned Department meets all applicable rules and regulations concerning records retention, and for ensuring the retrieval system meets Department, City, and public needs. Working Conditions: The Records Specialist will generally work from office space. The Records Specialist will also meet with vendors at various locations and be required to work, on occasion, in confined vault, archives or storage areas, including moving and stacking boxes. Sufficient mobility to move between work locations required. Ability to move, arrange, and relocate heavy boxes required.
QUALIFICATION GUIDELINES Knowledge/Skills/Abilities: • Knowledge of all applicable records retention rules and regulations. • Knowledge of records retention systems. • Knowledge of types and purpose of public sector records. • Knowledge of records storage and retrieval methods and systems. • Skill in assessing various records retention methods. • Skill in operating storage and retrieval equipment. • Skill in providing customer service in person and via telephone. • Ability to prepare and present options for long-term records storage and retrieval systems. • Ability to implement long-term records storage plan. • Ability to operate various types of storage and retrieval equipment. • Ability to communicate technical information effectively. • Ability to assist public and/or other Department and City staff in understanding records retention, storage, retrieval, and associated equipment operation methods and requirements. Experience/Education: Two years related public sector records retention, storage, and retrieval experience required. Demonstrable ability to operate storage and retrieval equipment required. Experience working with complex, multi format records systems desired. Additional related education, experience and/or on-the-job training that demonstrates knowledge of databases, electronic information storage and retrieval systems, server/network computer systems, microfilm systems, document scanning systems, optical disc systems, IBM AS/400 operations, or similar technologies desired.