Records Clerk

REPORTS TO: Division Administrator

FLSASTATUS: Non-Exempt

CLASSIFICATION: Personnel System
- Requires satisfactory completion of a six-month probationary period

PAY GRADE: 112

SAFETY SENSITIVE: No

The purpose of this job is to perform administrative/clerical functions in support of department members and to perform various data management functions. Duties and responsibilities include, but are not limited to: reviewing preliminary documents for completeness of information; following up on missing or inaccurate information; entering data into computer system; manipulating data into report formats; retrieving data upon request; generating various reports;

reporting inaccuracy/deficiency trends to management for purposes of quality improvement; preparing, reviewing, disseminating and/or filing routine correspondence and reports; entering pcard transactions, processing all requisitions and purchase orders, preparing payroll, performing personnel and financial administration duties, answering the telephone and relaying messages; and performing additional tasks as assigned.

Work Schedule: Monday
- Friday, 7:00 am - 3:30 pm

May be required to work on religious holidays.

Regular and predictable attendance required.

Must work cooperatively with others.

When requirements include vehicle operation, responsible for the safety, readiness and operation of the vehicle and must abide by ACC's safe driving policy.

High school diploma or equivalent with two years of general office experience involving records management and administration experience required; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position.

Must possess a valid driver's license.

Must possess or have the ability to acquire Notary Public status.

A Vocational/Technical degree in Accounting, Secretarial Sciences or related discipline preferred.

• Prepares division payroll and maintains personnel attendance files for division employees. Manages division leave and event calendar.
• Processes purchase orders, maintains purchase order ledger and monitors expenditures under existing budget accounts.
• Processes all invoices for payment.
• Processes all Pcard transactions.
• Types and edits division correspondence, memoranda, and reports.
• Provides information to the public regarding the division's services.
• Establishes and maintains office files for the division.
• Coordinates communication within the division.
• Assists in preparing budget and activity reports and specialized reports as directed. This includes assisting with the annual budget preparation.
• Prepares travel requests and accident/injury reports for the division.
• Exchanges information and resolves problems with various people.
• Coordinates and conducts the monthly safety meeting.
• Maintains inventory of office supplies.
• Assists other departments with special events. This includes the monthly ACCent submission.
• Assists with receiving and dispatching work orders, including emergency work orders and maintenance requests, to division personnel and outside vendors.
• Assists in implementing the computer maintenance management system.
• Records and charts utility cost and usage for buildings maintained by Central Services. Performs research for special projects.
• Answers telephone; evaluate, process and screen calls; provides information; takes and relays messages and/or directs calls to appropriate personnel; returns calls as necessary and responds to requests for information.
• Performs other related duties as required.

• Knowledge of the policies, procedures, and activities of the Central Services Department as they pertain to the performance of duties relating to the position of Records Technician.
• Knowledge of the terminology used within the Department.
• Knowledge and ability to operate various office equipment including a computer, printer, typewriter, calculator, copier, scanner, shredder, and telephone.
• Knowledge of, unified government ordinances, departmental policies and procedures, and departmental methods as required in the performance of duties.
• Ability to compile, organize, prepare and maintain an assortment of records, reports and information in an effective manner and according to departmental and/or governmental…