Records Information Systems Technician

Tohono O'odham Nation; Sells (AZ); On-site; USD 32,000 - 46,000; Full time

Job summary

Tohono O'odham Nation is seeking a Records Management Specialist to perform scanning, filing, indexing, and retrieval of records. The role involves maintaining imaging systems, processing public records requests, and contributing to standards development.

The position requires a background in records management, strong attention to detail, and the ability to work with the public. Associates degree in Records Management is preferred, with relevant experience and strong organization skills.

Qualifications

• Associates Degree in Records Management.
• Two years of experience in records management.
• Typing speed 20 WPM.
• Background check and driving-license requirements may apply.

Responsibilities

• Operate records management software and scanning of documents.
• Index and retrieve records; ensure accurate filing.
• Assist in imaging standards and formats for records.
• Handle public records requests and maintain check-in/out logs.

Skills

Records management

Filing

Imaging

Customer service

MS Office

Education

Associate Degree in Records Management

Tools

r2m

Job description

The position is located in [Sells, AZ].

Position Summary:

Under general supervision, performs complex technical tasks relating to records management, filing, imaging and/or scanning of the Tohono O'odham Nation's records. Responsible for organizing, coordinating, maintaining, reviewing, processing, scanning, indexing, forwarding and, retrieving records. Assist in the development and maintenance of the Tohono O'odham Nation's Electronic/Manual Records Management system. This position requires extensive public contact.

The work is normally reviewed upon completion, with occasional spot checks while in process, to ensure accuracy, timeliness and conformance to established standards; major work tasks are covered by instructions or procedures and unusual situations are referred to a supervisor.

Essential Duties and Responsibilities:

(Depending on area of assignment, incumbent may not be required to perform some of the duties listed below.)

• Maintains records and operate the management software application (r2m) in the scanning of documents, files, security access, indexing and key word retrieval; and final distribution of documents/files.
• Reviews, organize, and verify incoming documents for scanning based on current established guidelines.
• Assists in the maintenance and development of imaging/scanning standards and formats for records, pertaining to record content, within each record series.
• Prepares and scans all applicable records in accordance with existing indexing standards and amends and develops new standards as appropriate.
• Handles incoming public records/documents requests made either in person or via remote electronic access, as approved.
• Reviews, organizes and verifies all incoming records according to established filing system.
• Researches information contained in files, keeps files current, and supplies information from file data or remove files upon request, i.e. storage, subpoena request(s).
• Maintains the records check in/out cards or forms.
• Maintains the rotation schedule to purge records.
• Leads the work of others as required in records management projects or as directed by supervisor.
• Performs other job related duties as assigned and contributes to a team effort.

Knowledge, Skills, and Abilities:

• Knowledge of the Tohono O'odham culture, customs, and traditions.
• Knowledge of applicable federal, state, tribal laws, regulations and requirements.
• Knowledge of modern office practices and procedures, equipment, and computer software applications.
• Knowledge of records management processes and procedures.
• Knowledge of generally accepted filing practices.
• Knowledge of the creation, maintenance, and utilization of graphics based image files.
• Skill in providing superior customer service to external and internal customers.
• Skill in basic record keeping and general office procedures.
• Skill in human relations to convey common information to the general public.
• Skill in reviewing, checking, preparing, and maintaining written and computer files.
• Ability to learn and adapt to changes in computer software and technology.
• Ability to understand and carry out detailed oral and written directions.
• Ability to establish and maintain cooperative and effective working relationships with the general public and co-workers.
• Ability to effectively communicate both orally and in writing.
• Ability to work flexible hours.
• Ability to work independently, use sound judgment and meet deadlines.
• Ability to provide accurate reports.
• Ability to exercise excellent work ethics in the performance of records management.
• Ability to maintain privileged confidential records information in the course of employment and thereafter.
• Ability to travel within the interior/exterior boundaries of the Tohono O'odham Nation.

Minimum Qualifications:

Associates Degree in Records Management and two years' work experience in records management, or an equivalent combination of training, education, and work experience which demonstrates the ability to perform the duties of this position.

Licenses, Certifications, Special Requirements:

• Must type 20 WPM.
• Must demonstrate seventy percent proficiency in grammar, spelling and math.
• Upon recommendation for hire, a criminal background check is required to determine suitability for hire, including a 39-month Motor Vehicle Record.
• May require possessing and maintaining a valid driver's license, (no DUIs or major traffic citations within the last three years).
• If required, must meet the Tohono O'odham Nation tribal employer's insurance requirements to receive a driver's permit to operate program vehicles.
• Based on the department's needs, incumbents may be required to demonstrate fluency in both the Tohono O'odham Language and English as a condition of employment.