Established: 07/2014
FLSA: Non-Exempt
EEO: 6



Under general supervision, to review, support and coordinate document capture functions within the Department of Transportation and Development (DTD) in compliance with records retention guidelines; to perform quality control functions to ensure accuracy and completeness of scanned documents; to research and locate documents within various database systems; to process requests for information; to educate and train department staff on proper scanning and document retrieval methods; to recommend practices and procedures to improve consistency, efficiency and effectiveness of document capture functions; and to perform other work as required.


The Transportation Document Control Specialist supports DTD and is a liaison to the County’s Records Management Division to deliver effective document imaging, storage, archive and retrieval functions that comply with record retention requirements.  The Transportation Document Control Specialist ensures that DTD 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 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 Transportation Document Control Specialist categorizes and classifies documents, and applies record retention schedules.  The incumbent conducts analysis of department's records management processes, determines needs and makes recommendations.

The Transportation Document Control Specialist differs from classifications in the Records Management Division of the County Clerk’s Office: Records and Information Technician which is County’s 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.  It also 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 Office Specialist 1 and 2, used throughout the County 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:

1. Prepares, scans and indexes a wide variety of DTD documents, such as Utility, entrance and right of way permits, Road files, traffic files, Street vacations, easements, Dog Control files, Building Services permits and records, Development Review files, Service District Lighting files, System Development records; imports scanned documents into ApplicationXtender; prepares and sends permanent DTD documents to Records Management for archival scanning; and, ensures all documents to be scanned are of archival quality.

2. Performs quality control checks of scanned finished products processed by various DTD staff; analyzes records for completeness, accuracy and appropriate indexing; follows up to obtain missing or correct, complete information; examines documents for poor reproduction and viewing properties; identifies and resolves discrepancies; performs extensive quality assurance activities and corrections on all records for compliance with Oregon State Archive regulations.

3. Educates and trains DTD staff on document capture tasks, including appropriate use of scanning equipment, software applications, such as ApplicationXtender and RCWeb, indexing codes, record archiving and retrieval; resolves technical or procedural problems and issues with records retrieval; tracks progress of work assignments; responds to user questions and problems related to document capture software and peripheral equipment; trains staff on software, equipment, and related technological advancements, as well as new methods and procedures related to document capture to ensure consistency and maximize efficiency and effectiveness of records archival and retrieval.

4. Assists in developing and implementing interdepartmental policies and procedures to improve quality, content and security of DTD records; ensures procedures are clear and concise and makes recommendations for procedural changes as needed; assists in maintaining records procedure and policy manuals; develops indexing criteria and  instructions and documentation for project specifications and standards, including large document scanning and reproduction of these to scale; ensures equipment is properly maintained and in good working condition.

5. Provides support to DTD personnel regarding records management issues, and departmental scanning and researching processes; in conjunction with department management and County’s Records Management Division 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 the County’s Records Management Division staff for clarification or interpretation of rules, statutes and practices.

6. Provides information and assistance to DTD staff, customers and the public regarding document research and retrieval, including web-based tools; processes internal requests related to records retention; researches and responds to Public Records Requests; searches for missing records or documents that are not easily located; maintains a record tracking system and forwards records to appropriate location.

7. Coordinates and troubleshoots with Records Management regarding the document management program and web- based services for document searching and viewing, and escalates issues to the Technology Services Department as needed; 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.

8. Remains current on scanning and imaging equipment and makes recommendations for equipment enhancements or upgrades.

9. Communicates with Records Management as needed to ensure compliance or correct application of retention policies in accordance with OARS. Communicates with the public or representatives such as the community planning organizers regarding web based document access.



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; training methods and techniques; 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 personal computer, using various software applications, including word processing and database programs; perform scanner cleaning and maintenance; appraise department records; maintain and research department's compliance with state and federal requirements, laws, rules and statutes; provide guidance to department management; keep current on records retention requirements related to functions of the department and ensure records retention requirements are met in accordance with the OAR and ORS; 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; ensure written procedures are clear and concise; 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.


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.