Records Specialist

2 weeks ago

Albuquerque, United States Bernalillo County, NM Full time

Job Posting Title:

Records Specialist

Department:

Risk Management

Location:

415 SILVER AVE SW

Pay:

$18.15 - $25.73

Employees at Bernalillo County enjoy the ability to team up with each other to build a high quality of life for our county residents, communities, and businesses. In addition to being an organization with a strong focus on work-life balance, building a culture of flexibility, learning, and belonging the County offers many benefits. Employees of Bernalillo County enjoy many thoughtful rewards such as, but not limited to generous leave accruals; career development opportunities; remote & flex-work options as appropriate; longevity pay; education assistance program; health benefits; lucrative retirement; and so much more.

Under general supervision, perform administrative duties in support of a department. Assist department in directing, assigning and developing procedures that pertain to the operations of the department or County as a whole.

RISK MANAGEMENT

Records Specialist will coordinate the storage, destruction and imaging for paper and electronic public records in compliance with State and Federal law. Position will provide instruction and training to departments on a routine basis and conduct records activates off-site regularly.

DUTIES AND RESPONSIBILITIES

FUNCTIONAL AREAS

1. Perform audits to ensure accuracy.

2. Responsible for establishing and maintaining official documents and records in appropriate files, both manual and computer.

3. Ensure appropriate records, files and other official documents are maintained and disseminated in accordance with County, State and Federal laws, records retention policies and procedures.

4. Act as a liaison between the department and other agencies.

5. Incumbent(s) in this classification may handle sensitive and/or confidential records, plans,documentsor decisions that requiremaintainingconfidentiality of sensitive information.

6. Any one position may not include all duties listed. However, the allocation of positions will be determined by the amount of time spent performing the essential duties listed above.


RISK MANAGEMENT

1. Assist departments and elected offices in identifying and understanding and applying record classifications per State and Federal law specific to their records and needs.

2. Communicate to departments and elected offices industry standards, best practices, State and Federal law regarding storage, destruction and imaging of public records.

3. Work directly with departments and elected offices in surveying records, inventorying records, and analyzing records and their processes while identifying areas of improvement.

4. Research, retain and effectively communicate information regarding legal opinions, administrative code, Federal and State laws affecting public records.

5. Work directly with departments and elected offices to resolve concerns or provide instruction for record needs or activities such as storage, destruction, imaging, filing systems and electronic records.

6. Assist in the management or oversight of contracted services to include inventory of off-site storage, coordination of destruction, storage and imaging services.

7. Create, present and coordinate record trainings, presentations or events related to records management.

8. Review and prepare documentation submitted by departments and elected offices for management approval.

9. Maintain accurate statistics for work performed for Records Management as well as track work in progress using databases and spreadsheets.

10. Perform related duties and responsibilities as required.

11. May serve on committees or other record related groups as a representative for Records Management. Perform other job-related duties as required or assigned.

12. Incumbent(s) in this classification may handle sensitive and/or confidential records, plans,documentsor decisions that requiremaintainingconfidentiality of sensitive information.

13. Any one position may not include all duties listed. However, the allocation of positions will bedeterminedby the amount of timespentperforming the essential duties listed above.


*The above information on this job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and responsibilities required of all employees assigned to this job.

MINIMUM QUALIFICATIONS

1. High School Diploma or GED, and two (2) years of related work experience in business administration, library science, customer service, inventory control, records management, or a related field. Any equivalent combination related to education and/or experience may be considered for the above requirements.

ADDITIONAL REQUIREMENTS

The offer of this Bernalillo County position requires compliance with the following:

1. Employee must successfully complete the post-offer employment medical examination and background investigation.

2. Employee must comply with the safety guidelines of the County.

3. Employee must complete required FEMA training(s) as assigned to position.

4. Employee must complete required Supervisor classes if applicable.

WORKING CONDITIONS

1. All essential duties are performed indoors.

2. Duties are performed in a temperature-controlled environment.

3. Duties are performed on an even surface, which may be carpeted or tile. Working surface is typically dry.

4. Works with minimum supervision.

EQUIPMENT, TOOLS AND MATERIALS

1. Equipment typically used in the performance of office duties include telephone, computer terminal, computer printer, computer keyboard, typewriter, photocopy machine, fax machine and calculator.

2. Materials and products handled in the course of performing essential duties include files, forms, reports, various other paperwork, and a wide variety of basic office supplies.

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