Records Retention and Surplus Manager

Records Retention and Surplus Manage
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Grade 14

Salary: $42,432.00 ($$20.40 hr) - $45,905.60 ($22.07 hr)

Vanessa Zimmerman
- Director of Purchasing

The purpose of this classification is to perform clerical/general work functions associated with maintaining county records and surplus in a centralized storage facility.

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

• Prepare and administer records retention and disposal schedules for all county departments.

• Prepare and update records management policies and procedures as needed.

• Develop and issue necessary records management forms.

• Recognize, analyze and rectify record storage problems.

• Pick-up records from various county departments, ensuring that all records are properly boxed in an approved container.

• Receives and maintains official record transfer and receipt forms from departments.

• Assigns box location and physically locates box at records center.

• Pulls and properly destroys records when they reach their retention life.

• Retrieves files from storage upon request by departments.

• Retrieves files from storage upon request by the public.

• Must be able to file both alphabetically and numerically.

• Advises county personnel on proper records retention procedures.

• Maintains inventory of surplus property and assists with annual auction.

• Prepares routine forms and reports.

• Performs data entry functions by keying data into computer system; retrieves, reviews or modifies data in computer database; generates computerized reports.

• Receives various forms and other documentation; reviews, responds, forwards, maintains, and/or takes action as appropriate.

• Prepares departmental files; maintains file system of departmental records.

• Answers the telephone; provides information and assistance; takes and relays messages and/or directs calls to appropriate personnel; returns calls as necessary.

• Responds to routine requests for information or assistance from members of the staff, the public, or other individuals.

• May assign work and provide directions to other workers or inmates as required.

Performs other related duties as required.

Knowledge of departmental functions, organization, and policies; knowledge of professional standards and practices; ability to stay abreast of local, state, and federal rules, laws and regulations governing the maintenance and retention of records; knowledge of modern storeroom and inventory practices; knowledge of standard office practices and procedures; knowledge of filing and record keeping methods; knowledge of standard office equipment; and knowledge of basic computer applications and techniques.

Skill in operating standard office equipment; skill in data entry; and skill in utilizing various computer software programs relevant to the position.

Ability to understand departmental policies, procedures, rules and regulations; ability to maintain records through the application of sound records management practices; ability to organize work activities and establish priorities; ability to carry out projects with minimal supervision; ability to plan and supervise the work of others; ability to prepare accurate records and reports; ability to understand and follow detailed written and oral instructions;

ability to communicate effectively both orally and in writing; ability to establish and maintain effective working relationships with employees and the general public; ability to perform required mathematical calculations; ability to operate standard office equipment; ability to perform data entry accurately with appropriate speed; ability to utilize various computer software programs…