Established: 7/78
Revised: 3/94; 7/96; 10/04; 5/09
FLSA: Non-Exempt
EEO: 6



Under supervision, to perform document scanning, microfilming and records storage processes; to provide internal customer service records management support; to provide external customer service passport application acceptance processing support, and to do other work as required.


The Records Specialist series is used by the Records Management Division of the Clerk’s Office and other County Departments to catalog, microfilm, image, store and retain records and data. Incumbents perform specialized, technical duties in preparing and processing various printed materials according to established laws, procedures and standards. The Records Specialists are also responsible for providing various services to County divisions and departments and the public, including records services and passport acceptance processing.

The Records Specialist 1 differs from the Records Specialist 2 which has increased responsibility such as analyzing client requirements and preparing written work order instructions, and serves as the lead worker to other office staff, coordinating and overseeing work assignments and training. It also differs from the Office Specialist classification series which perform a variety of administrative support activities related to reception, word processing, data entry and other general office functions.


Duties may include but are not limited to the following:

  1. Prepares a wide variety of paper documents for scanning and/or microfilming; examines documents for poor reproduction and viewing properties; identifies discrepancies and notifies lead worker or supervisor; sets-up scanners and prepares targets and certifications; scans documents and/or microfilms in a production environment.
  2. Inspects microfilm and microforms; measures density and resolution of serialized (roll) microfilm following established laws, rules and standards; prepares inspection sheets to verify quality review was performed, records flaws detected and corrective action taken; process microfilm into unitized microforms meeting client specifications; ensures that equipment is properly maintained and in good working condition; performs daily maintenance and minor repairs.
  3. Performs data entry and data control activities using web-based and network-based systems.
  4. Performs records storage duties in a warehouse environment; processes large volumes of incoming and outgoing records using a web-based system; prepares and scans barcodes; identifies and inventories records; performs routine and specialized records searches; assists in the transfer and disposal of records based on established retention schedules; operates a pallet lift.
  5. Assists the public and County staff with inquiries; provides accurate and timely information or refers to appropriate staff/resources; provides information to ensure compliance and understanding of agency rules, regulations and functions.

Duties within the County Clerk’s Office also include:

  1. Assists the general public with passport application acceptance process; calculates and collects fees; issues receipts and balances cash received; prepares bank deposits and submits processed passport application in compliance with established rules.
  2. May drive a County vehicle to distribute and pick-up sensitive and/or confidential records from various County locations within an established time schedule.


Thorough knowledge of: Document preparation, scanning and quality control processes, including data export/import, electronic document management systems; digital to microfilm processes; micrographic and digital imaging standards, practices, rules, and regulations.

Working knowledge of: Records management principles; County records retention schedules; inventory methods and techniques; office practices and procedures, including alphabetical, numeric, terminal digit and chronological filing systems and their uses; laws, rules and regulations applicable to passport processing; personal computers and software applications, including word processing, spreadsheets and database programs, scanner equipment cleaning and maintenance.

Skill to: Independently, accurately and effectively perform assigned tasks and duties following established procedures and policies; communicate effectively, both orally and in writing; read, interpret and explain laws, rules, policies and procedures; establish and maintain effective working relationships with the public, co-workers and other County department staff; provide customer service by effectively meeting and interacting with the public, co-workers and personnel of other departments in a courteous, professional manner; skillfully operate modern office equipment, including scanners and micrographic equipment; evaluate quality of documents; correct equipment malfunctions causing poor quality documents; arrange and search records alphabetically, numerically and chronologically; operate light motorized equipment, such as a pallet lift.


Some positions require walking up and down stairs, pushing, pulling, and lifting and carrying boxed materials or bound publications weighing up to 30 pounds. 

Within Records Management Division, duties require frequent standing, walking, squatting, kneeling, bending, twisting, reaching, fine motor control, climbing stairs, and the ability to lift and carry up to 40 pounds, and push and pull 35 pounds. Duties also involve occasional exposure to slippery and/or uneven surfaces and dust.


Incumbents within the County Clerk's Office must be a United States citizen and meet other qualifications set forth by the U.S. Department of State Passport Application Acceptance Program.

Positions within the County's Criminal Justice agencies must successfully pass an extensive background investigation which may include national fingerprint records check. 

All positions within the County's Criminal Justice agencies must pass a pre-employment drug test.

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 may be necessary for County business. For position(s) with occasional/incidental driving, incumbents must possess a valid driver's license. Accommodation requests for an acceptable alternative method of transportation will be reviewed on an individual basis in compliance with State and Federal legislation. For position(s) with regular driving, incumbent(s) must also possess and maintain an acceptable driving record throughout the course of employment.


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

Edited: 1/17