Special Project Worker

Carries out offsite court case file circulation activities as part of the Records Management Division’s Retention & Disposition team. Places daily file orders and pickup requests from offsite records storage vendor, receives deliveries, and distributes files to in-house requesters. Communicates proactively with requestors about file availability. Scans full misdemeanor case files, uploads them to case management system, and redacts sensitive information from court records prior to online availability.

Maintains frequent contact with offsite records storage vendor representatives to troubleshoot any routine circulation issues. May assist with other records retention and disposition projects, such as records inventorying and destruction.

This is the first in a series of four record analyst-related job classifications within the Professional Support job family. This classification performs general office duties to fulfill duties pertaining to operations of Records Management. This classification performs duties pertaining to records analysis, storage and management and also performs other routine office duties. This classification is distinguished from the Records Analyst Associate in that incumbents typically have no experience and perform routine office duties requiring entry-level knowledge, skills, and abilities.

• Receives, authenticates, maintains, disseminates, and tracks departmental records and information. Documents the sealing or destruction of records as mandated by establishing procedures. Provides plain or certified copies of records upon request. Interacts with the general public by handling records requests. Responds to requests in person, by mail, and by telephone in accordance with established policies, procedures and regulations.
• Examines and evaluates records-management systems to improve existing methods for efficient handling, protection, and disposition of records and information. Reviews records and reports to determine proper media (paper, microfilm), reproduction processes, and electronic data processing required. Recommends changes or modifications in procedures, utilizing knowledge of departmental processes, uniform coding systems and filing methods. Provides policy, procedural, and technical advice on routine records management issues.
• Conducts inventories and performs analysis to determine departmental recordkeeping requirements. Assists with the evaluation and assessment of long-term security of departmental documents and document management systems. Implements security goals and objectives in the development and enhancement of electronic workflow and filing systems.
• Assists with the conversion of digital images to microfilm and the maintenance of microfilm libraries and inventory. Prepares documents for imaging, operates electronic scanning equipment, and converts scanned material to digital format. Performs image validation to ensure all documents are imaged and indexed correctly. Ensures safety, security, and confidentiality of digitized records.
• Compiles and maintains statistical reports to track data, extracting and compiling data from multiple databases. Maintains production reports. Edits and inspects documents to ensure the integrity of the document. Implements quality control procedures for all records.
• Reviews records retention policies and schedules to determine timetables for transferring active records to inactive or archival storage, for reducing paper records to micrographic form, or for destroying obsolete or unnecessary records. Monitor the storage and disposition of records according to approved retention schedules and to ensure compliance with all applicable Federal, State and Local regulations. Coordinates off-site records storage, including contracts with storage providers.
  
  Makes technical recommendations relating to the design and operations of off-site records storage. Assists with special projects (disaster recovery, inventories).
• May perform various clerical and administrative tasks involving processing of forms, letters, data entry/retrieval, equipment maintenance and inventory control.
• Performs other job-related duties as assigned.

Bachelor's degree in Records Management, Public Administration, Business Administration, Library and Information Sciences or a directly related field;

OR,

Any combination of education and experience that has been achieved and is equivalent to the stated education and experience and required knowledge, skills, and abilities sufficient to successfully perform the duties and responsibilities of this job.

None required.

Knowledge of:

• Federal, State, Local and County laws, rules, regulations and guidelines applicable to records management.
• Standard practices and techniques of records management, including file management techniques.
• Principles and procedures of record keeping.
• Record retention…