Document Imaging and Records Management Specialist

2 weeks ago

DeLand, Florida, United States City of DeLand Full time

Job Summary: We're seeking an experienced Document Imaging and Records Management Specialist to join our team at the City of DeLand. This role is responsible for arranging, describing, preserving, and providing access to the City's records.


Duties & Responsibilities:



  • Manage the City Clerk Department's computerized Records Management System and perform tasks related to record retrieval and storage.
  • Review indexes to ensure accuracy and conformance to accepted standards and quality for the Records Imaging System.
  • Analyze subject matter to ensure accurate indexing for the Records Imaging System.
  • Approve the quality and accuracy of records stored in the Records Imaging System.
  • Perform image manipulation functions for the Records Imaging System.
  • Instruct Records personnel in use of and indexing methods for the Records Imaging System.
  • Develop standards and procedures relating to the operation of the Records Imaging Section.
  • Interpret and make recommendations in accordance with laws, regulations, and established policies.
  • Direct the conversion of historical documents into the Records Imaging System.
  • Research City Code books.
  • Demonstrate continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.

Qualification Requirements:


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and /or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


Education and Experience Requirements:



  • Associates degree from an accredited college or university with a major in General Business or related field is required.
  • Two years experience in document imaging/archival is required.
  • An equivalent combination of education, experience and training which provides the required knowledge, skills and abilities may be considered for minimum requirements except for licensure/certification requirements.

Preferred Skills and Licenses:



  • Certified Archivist (CA) and/or Certified Records Manager (CRM) certification is desirable.

Language Skills:



  • Ability to deal with the general public in a professional, courteous manner.
  • Ability to develop and maintain good personal relationship with other employees and the public.
  • Ability to clearly and effectively communicate both verbally and in writing.

Reasoning Ability:



  • Ability to follow and apply common sense understanding, to carry out instructions furnished in written, oral, or diagram forms.
  • Ability to deal with problems involving several variables in standardized situations when immediate guidance from the supervisor may not be available.

Other Skills and Abilities:



  • Knowledge of record keeping procedures and maintenance systems.
  • Knowledge of municipal government records.
  • Knowledge of Optical Character Resolution (OCR) systems.
  • Knowledgeable of advanced writing and grammar skills.
  • Familiar with archival/bookkeeping skills.
  • Knowledge of Florida Sunshine Laws.

Work Environment/ADA: While performing the duties of this job, the employee is regularly required to sit for long periods of time performing repetitive functions. The employee must be able to access file cabinets for filing and retrieve data. The employee must have the ability to sit at a desk and view a screen for extended periods of time.


Lifting: Lift up to 45 Pounds


Vision: 20/20 or Corrected to 20/100


Environment: Office/Sedentary Work


Hearing: Normal Noise Levels for Work Environment

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