CLASSIFICATION NO. 141
RECORDS AND INFORMATION SPECIALIST
Under general supervision, to review, support and coordinate the records management needs within a large department in compliance state and federal requirements, laws, rules and statutes; to plan, organize, coordinate and perform department records management projects; to provide internal and external customer service, records management support; and to do other work as required.
The Records and Information Specialist (R & I Specialist) is a Records Management Division employee who is housed within and supports a large department to have an effective records management function that complies with record retention requirements. The R & I Specialist ensures that documents are scanned correctly and in a timely fashion into the County's database for records research and archiving, and acts as a resource to help all divisions within the assigned department create policies and procedures regarding their record retention requirements. The incumbent is also the key point of contact to the Technology Services (TS) Department regarding records research and information to the public via the web.
The R & I Specialist categorizes and classifies records, and applies record retention schedules. The incumbent conducts analysis of department's records management programs, determines needs and makes recommendations. The R & I Specialist reports to the Records and Information Manager who manages the Records Management Division of the County Clerk's Office and serves as the County's Records Officer.
The R & I Specialist differs from Records and Information Technician which is the point of contact liaison to all County departments regarding analyzing their records management needs in compliance with state and federal requirements, laws, rules and statutes. The R & I Specialist differs from Records Specialist 1 which prepares, scans and/or microfilms documents in a production environment, performs records storage duties processing incoming and outgoing records in a warehouse environment, and performs data entry and data control activities using web and network based systems; and from Records Specialist 2 which receives and analyzes client requirements, prepares work order instructions, and is a lead worker, coordinating and overseeing work assignments and training of Records Specialist 1 staff. It also differs from Recording and Elections Technician 1 and 2 that perform specialized support duties focused on the implementation, monitoring, and conducting of elections activities and procedures, and the exacting recording of official or legal documents; and from Office Specialist 1 and 2 that 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:
- Prioritizes, assigns and quality control checks scanned finished products processed by various department staff; develops indexing, instructions and documentation for project specifications and standards, including large document scanning and reproduction of these to scale; coordinates and trains department staff performing scanning duties; tracks progress of work assignments; ensures equipment is properly maintained and in good working condition.
- Conducts records management reviews within assigned County department; creates or updates inventories of department's programs and information; examines and evaluates existing records management systems; recommends new or modified methods to enhance document scanning and processing, protection, retrieval and disposal.
- Works with department management and Records Management staff to create department policies and procedures for document management (from creation to disposition) for each division at the series (functional) level; inventories, describes and appraises all department records.
- Provides support to department personnel regarding records management issues, and departmental scanning and researching processes; in conjunction with R&I Manager, R&I Technician and department management monitors state and federal requirements, rules and regulations and determines their impact on the department's records management program; monitors technological developments in the field of records and information management; consults with R&I Manager or R&I Technician for clarification or interpretation of rules, statutes and practices.
- Provides information and assistance to department staff, customers and the public regarding document research and retrieval, including web-based tools; responds to questions, inquiries and issues; provides accurate and timely information or refers to appropriate staff/resources; ensures compliance and understanding of department's rules, regulations and functions related to records management.
- Coordinates and troubleshoots with TS Department regarding the document management program and web-based services for document searching and viewing; assists in administration of department's records management database; operates and trouble-shoots electronic records systems including web-based records management application and network-based systems; reviews and analyzes in-coming records to determine classification and integration of documents into department's recordkeeping system; reviews and analyzes records classification for the destruction approval process; performs data entry and data control activities using web and network based systems.
- Prepares and scans a wide variety of departmental documents; examines documents for poor reproduction and viewing properties; identifies and resolves discrepancies.
REQUIRED KNOWLEDGE AND SKILLS
Working knowledge of: Records management practices and principles; Federal and State statutes, regulations and rules governing records retention, records management and records and information programs; database management; automated record storage technologies; data processing capabilities and equipment; document preparation, scanning and quality control processes, including data export/import, electronic document management systems; digital imaging standards, practices, rules, and regulations; techniques of supervision and training; concepts and techniques for prioritizing, organizing work; records management principles; Oregon State Archive records retention schedules applied to County records; office equipment, practices and procedures, including alphabetical, numeric, terminal digit and chronological filing systems; inventory methods and techniques; personal computers and software applications, including word processing and database programs, scanner cleaning and maintenance; English grammar and composition.
Some knowledge of: The preservation, processing, reproduction and maintenance of public records; preservation of paper, microfilm and electronic records.
Skill to: Analyze information and prepare clear and concise reports and recommendations; efficiently and effectively operate a computer for word processing; appraise department records; maintain and research department's compliance with state and federal requirements, laws, rules and statutes; provide guidance to department management; review and recommend appropriate technologies for department's records management and storage needs; independently, accurately and effectively perform assigned duties; communicate effectively, both orally and in writing; read, interpret and explain laws, rules, policies and procedures; coordinate, train and oversee scanning work performed by various department staff; establish and maintain effective working relationships with assigned project scanning staff, co-workers and other County department staff and the public; provide customer service by effectively meeting and interacting with the public, co-workers and personnel of other departments in a courteous, professional manner; operate modern office equipment and computerized digital imaging equipment, including scanners; evaluate quality of documents; correct equipment or other issues resulting in poor quality of scanned products; arrange and search records alphabetically, numerically and chronologically using several database fields.
Must successfully pass a criminal history check which may include national or state fingerprint records check.
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.
MINIMUM RECRUITING STANDARDS
Any satisfactory combination of experience and training that demonstrates possession of the required knowledge and skills.