COUNTY CLERK'S OFFICE - RECORDS DISTRIBUTION SPECIALIST

County of El Paso; El Paso (TX); On-site; USD 38,000 - 54,000; Full time

Job summary

The County of El Paso seeks a Records Distribution Specialist to assist in maintenance and distribution of county records. You will manage electronic tracking, and aid in transitioning inactive records to final disposition per retention laws.

You will work under supervision in a non-supervisory role, with routine contact across county staff and the public, using standard office software and data-entry systems.

Qualifications

• High school diploma or equivalent and one year in warehousing or storekeeping.
• Or an equivalent combination of experience and training enabling required knowledge and abilities.
• Access to county network and systems requires a personal mobile device by start date.
• May require Deputy Clerk deputation and/or a valid driver's license with acceptable driving record.

Responsibilities

• Receives, authenticates, maintains, disseminates, and tracks departmental records.
• Documents sealing or destruction of records as mandated by procedures.
• Provides plain or certified copies of records on request.
• Interacts with the public by handling records requests in person, mail, and phone.
• Scans incoming materials to determine classification or filing.
• Inputs data into computer systems to support retrieval.
• Reviews records and reports to determine media and reproduction needs.
• Assists with converting digital images to microfilm and maintains microfilm libraries.
• Prepares documents for imaging and converts scanned material to digital format.

Skills

Data entry

Word processing

Customer service

Communication

Teamwork

Confidentiality

Attention to detail

Education

High school diploma or equivalent

Job description

Acceptable Experience and Education

High school diploma or equivalent and one (1) year in warehousing or storekeeping.

Orany equivalent combination of experience and training which provides the required knowledge, skills, and abilities.

Certificates and Licenses Required (Depending on area of assignment):

In order to access the County’s network and systems, a personal mobile smart device is required by the hire start date.

May require Deputy Clerk deputation;

May require or obtain by date of hire a valid driver's license applicable to job responsibilities, with a driving record acceptable to the County of El Paso.

Essential Duties

• Receives, authenticates, maintains, disseminates, and tracks departmental records and information;
• Documents the sealing or destruction of records as mandated by established procedures;
• Provides plains or certified copies of records upon request;
• Interacts with the general public by handling records requests;
• Responds to requests in person, by mail, and by telephone in accordance with established policies, procedures and regulations;
• Scans or reads incoming materials to determine how and where they should be classified or filed;
• Inputs data, such as file numbers, new or updated information, or document information codes into computer systems to support document and information retrieval;
• Reviews records and reports to determine proper media (paper, microfilm), reproduction processes, and electronic data processing required;
• Assists with the conversion of digital images to microfilm and the maintenance of microfilm libraries and inventory;
• Prepares documents for imaging, operates electronic scanning equipment, and converts scanned material to digital format;
• Performs image validation to ensure all documents are imaged and indexed correctly;
• Ensures safety, security, and confidentiality of digitized records;
• Compiles and maintains statistical reports to track data, extracting and compiling data from multiple databases;
• Reviews records retention policies and schedules to determine timetables for transferring active records to inactive or archival storage, for reducing paper records to micrographic form, or for destroying obsolete or unnecessary records;
• Monitors the storage and disposition of records according to approved retention schedules and to ensure compliance with all applicable Federal, State and Local regulations;
• Adds new material/loose papers to file records or create new records as necessary;
• Finds, retrieves, and makes copies of information from files in response to requests and deliver information to authorized users;
• Tracks, traces, distributes files to and from their destinations, expediting orders when necessary;
• Packs and unpacks files/file boxes to be stocked on shelves in warehouse;
• Stores items in an orderly and accessible manner in warehouses or other areas;
• Examines and inspects file items for wear or damage; shifts and re-boxes as necessary;
• Receives and verifies all file items are distributed, received, and records data manually or using computer
• Marks file items using identification tags, stamps, electric marking tools, or other labeling equipment;
• May perform various clerical and administrative tasks as assigned;
• Drives to various locations throughout the County; maintains mileage logs, performs pre-trip vehicle inspections, records gasoline purchase, maintenance, and repairs;
• Answers questions about records or files;
• Maintains confidentiality;

Other Important Duties*

Performs such other related duties as may be assigned.

Maintains a safe and healthy work place environment.

Depending on area assigned:

Substitutes, if assigned, during temporary absences by performing delegated duties sufficient to maintain continuity of normal operations;

Commits self to providing excellent customer service and demonstrate commitment through cooperative team and individual efforts; and

Creates a high-quality work culture through participation in and emphasis on training and mentoring to develop leadership, management, and technical skills in self and all employees, including safety related training and skills.

May assist with evidence;

Summary of Position

The Records Distribution Specialist under close supervision, assists in the maintenance and distribution of County records. The incumbent maintains computerized records through electronic tracking systems and assists in the transition of inactive records to final disposition as per retention regulations.

Organizational Relationships

Reports to: Records Distribution Specialist, Sr., Intermediate, or Evidence & Records Specialist

Directs: This is a non-supervisory position

Other : Has frequent contact with other county employees, lawyers, judges, legal staff, law enforcement personnel, other public agencies and the general public

Minimum

Requirements: Knowledge, Skills, and Abilities

Knowledge of:

Federal, State, Local and County laws, rules, regulations and guidelines applicable to records management; standard practices and techniques of records management, including file management techniques; principles and procedures of record keeping; record retention schedules; English usage, office methods, adding machines; computer; procedures and equipment including filing systems.

Skill/Ability to:

Learn the organization, procedures and operating details of the County department to which assigned; perform word processing and data entry; perform routine clerical work including maintenance of appropriate records; conducting records inventory; conducting research; exert maximum muscle force to lift, push, pull, or carry objects throughout the day, interacting with the public and providing customer service; verify and cross check files and data; operate a personal computer and various software applications; conduct mathematical calculations; communicate effectively, both orally and in writing, establish and maintain cooperative and effective relationships with those contacted during the course of work. Pass a background investigation.

Each and every county position requires the following professional skills and abilities as key andnecessary elements of performance:

• Demonstrate regular and reliable attendance;
• Work well with others and participate fully in a team oriented environment;
• Interface with other employees and customers in a courteous and respectful manner;
• Maintain strict confidentiality;
• Project positive support of their department and all county organizations at all times; and,
• Maintain and enhance the County's commitment to customer service excellence