CLACKAMAS COUNTY

CLASSIFICATION NO. 047
Established:  02/00
Revised:  12/06
FLSA:  Non-Exempt
EEO:  6

RECORDS AND INFORMATION TECHNICIAN

CLASS CHARACTERISTICS

Under direction, to analyze the records management needs of County departments and divisions; to facilitate effective department and division records management programs in compliance with County policies and standards; to perform analysis and scheduling of records and training functions supporting the County’s records management program; and to do other work as required.

DISTINGUISHING CHARACTERISTICS

The Records Management Division within the Office of the County Clerk ensures County-wide compliance with laws regarding the retention of public records and assists departments with managing the life cycle of records and archival preservation of administrative, legal, financial and historical records.  Specific records management division functions include records storage, microfilming and digitizing services, retention and disposition scheduling, archives and inventory systems.

The Records and Information Technician appraises, categorizes and classifies record series to develop record retention schedules.  The incumbent conducts analysis of records management programs, determines needs, and makes recommendations within each County department, facilitates training on records management topics and coordinates compliance with the County Records Management Policy and Standards manual. The Records and Information Technician reports to the Records and Information Manager.

The Records and Information Technician differs from the Records and Election Technician series which performs specialized support duties focused on the implementation, monitoring, and conducting of elections activities and procedures, and the exacting recording of official or legal documents.

TYPICAL TASKS

Duties may include but are not limited to the following:

  1. Coordinates and conducts on site records management reviews of County departments; inventories and describes county programs and identifies records created to document program functions; examines and evaluates records management systems; recommends new or modified methods to enhance records processing, protection and disposal.
  2. Creates record retention schedules at the series (functional) level; inventories, describes and appraises all county records; files records under applicable administrative rule; prepares final drafts of schedules for review and approval by county department manager/director and Records and Information Manager; implements feedback and develops final schedule.
  3. Assists Records and Information Manager in developing county-wide records management practices, policies and procedures; researches other agency’s records management programs; monitors state and federal requirements, rules and regulations and determines their impact on the County’s records management program; monitors technological developments in the field of records and information management; consults with State Archives staff and other legal resources for clarification or interpretation of rules, statutes and practices.
  4. Advises County departments on basic records management issues, principles and procedures; develops, coordinates, and presents training workshops on record retention scheduling and other related record management functions.
  5. Assists in administration of records management database; reviews and analyzes in-coming records to determine classification and integration of documents into the centralized recordkeeping system; updates database when records are moved or accessioned.
  6. Reviews and analyzes records classification for the destruction approval process and de-accessioning of records from the records center; updates database when records are moved, destroyed or de-accessioned.
  7. Provides work direction to Records Management staff in the absence of the Manager.

Duties within the County Clerk’s Office also include:

  1. May assist staff with the passport application process; receives, reviews and processes applications for passports; assists the general public in application process, leads passport applicants in swearing in process to affirm their identity; ensures compliance to federal rules and laws; checks for and reports suspected fraud; calculates and collects fees; issues receipts and balances cash received; prepares bank deposits; prepares transmittal receipts denoting regular and expedited requests; maintains and organizes passport documentation and forms.

REQUIRED KNOWLEDGE AND SKILLS

Working knowledge of:  Principles and practices of records management and organizational design; database management, local government; basic math, English grammar and composition; office procedures and equipment; automated record storage technologies; data processing capabilities and equipment; Federal and State statutes, regulations and rules governing records retention, records management and records and information programs; American National Standards Institute/Association for Information and Image Management (ANSI/AIIM) standards; principles and practices of archival science; the preservation, processing, reproduction and maintenance of public records; preservation of paper, microfilm and electronic records.

Skill to:  Communicate effectively, both orally and in writing; analyze information and prepare clear and concise reports and recommendations; efficiently and effectively operate a computer for word processing; appraise County records: maintain and research compliance with all state and federal requirements, laws, rules and statutes; present records management training with individuals and in a classroom setting; perform mathematic calculations; analyze and recommend appropriate technologies for records management and storage; provide guidance to staff as needed; establish and maintain effective working relationships with County managers and other employees and representatives from other organizations.

WORKING CONDITIONS

Typical work may involve lifting boxed materials weighing up to 30 pounds and walking up and down stairs in the records warehouse.

OTHER REQUIREMENTS

Must be a United States citizen and meet other qualifications set forth by the U.S. Department of State Passport Application Acceptance Program; Must successfully pass a criminal history check which may include national or state fingerprint records check.

Employment is contingent upon passing a post-offer physical assessment. Accommodation requests will be reviewed on an individual basis in compliance with State and Federal legislation. 

Driving is required for County business on a regular basis or to accomplish work. Incumbents must possess a valid driver's license, and possess and maintain an acceptable driving record throughout the course of employment.

MINIMUM RECRUITING STANDARDS

Any satisfactory combination of experience and training that demonstrates possession of the required knowledge and skills.