CLACKAMAS COUNTY

CLASSIFICATION NO.140 
Established: 10/04
Revised: 1/09
FLSA: Non-Exempt
EEO: 6

RECORDS SPECIALIST 2

CLASS CHARACTERISTICS

Under general supervision, to plan, organize, coordinate, and perform document scanning and microfilming projects; to determine client requirements; to act as lead worker of Records Specialist 1 staff; to prepare written work order instructions; to provide passport acceptance processing support; and to do other work as required.

DISTINGUISHING CHARACTERISTICS

The Records Management Division of the County Clerk’s Office is responsible for records and information management, including records retention and destruction; document scanning and microfilming; records storage, including retrievals, re-files, new input, and deliveries; and passport application acceptance. The Records Management Division is a production work environment where staff must track and bill their time for each project and department.

The Records Specialist series is responsible 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.  Records Specialists are also responsible for providing various services to County divisions and departments, local governments, and the public, including records services and passport acceptance processing. 

The Records Specialist 2 is the advanced working level in the series.  Incumbents are lead workers with increased responsibility to provide training and project coordination for staff and perform and oversee specialized technical functions involving document scanning and microfilming for County departments and local governments.  

The Records Specialist 2 differs from the Records Specialist 1 by its advanced skills and lead responsibilities.   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. 

TYPICAL TASKS

Duties may include but are not limited to the following:

  1. Leads the work of assigned regular and temporary employees; provides training in records management, document reproduction and customer service procedures; identifies training needs and takes appropriate action; coordinates and assigns work; assists in the development and preparation of procedures and work processes.
  2. Monitors and updates statistical data related to document preparation, scanning, inspection, image export and import into various records management systems. 
  3. Determines customer requirements and prepares written instructions and spreadsheets with individual project specifications and standards; generates work order reports for current jobs and makes assignments; tracks progress of work orders; operates computer hardware and software applications related to digital imaging; ensures that equipment is properly maintained and in good working condition; performs daily maintenance and minor repairs; maintains inventory of supplies and forms.
  4. Assists in administration of records management database; operates and trouble-shoots electronic records systems including web-based records management application and network-based systems. 
  5. Performs quality review of finished product; oversees and performs microforms inspection and documentation; measures density and resolution of serialized (roll) microfilm following established laws, rules, and standards; oversees and performs preparation of microfilm jacketing process ensuring client requirements are met.
  6. Receives telephone calls, e-mails and visitors from the public or other County departments; assists staff with complex or difficult public inquiries and refers customers to appropriate staff/resources; provides information to ensure compliance and understanding of agency rules, regulations and functions. 
  7. Oversees the passport application process in compliance with rules set forth by the U.S. Department of State Passport Application Acceptance Program.; receives, reviews and processes applications for passports; assists staff with complex or difficult passport application issues; 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.
  8. Drives a County vehicle to distribute mail, goods, supplies and confidential records from various County locations within an established time schedule.

REQUIRED KNOWLEDGE AND SKILLS

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: Techniques of supervision and training; concepts and techniques for prioritizing, organizing work; records management principles; County records retention schedules; office practices and procedures, including alphabetical, numeric, terminal digit and chronological filing systems; inventory methods and techniques; laws, rules and regulations applicable to passport processing; personal computers and software applications, including word processing and database programs, scanner cleaning and maintenance; rules and regulations applicable to passport application processing.

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; coordinate, train, and lead the work of staff; 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; operate micrographic and computerized digital imaging equipment, including scanners; evaluate quality of documents; correct equipment malfunctions causing poor quality documents; arrange and search records alphabetically, numerically and chronologically using several database fields; understand and follow written and oral instructions; operate light motorized equipment, such as a pallet lift. 

WORKING CONDITIONS

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

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.

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.