Senior Deputy Clerk – Records Center

Laramie County Government; Cheyenne (WY); Sur place; USD 42 000 - 56 000; Plein temps

Résumé du poste

The Laramie County Government is seeking a Records Center position under direct supervision to support the County Clerk's Records Center. The role includes scheduling, staff supervision, training, and processing records requests, mail services, imaging, and destruction scheduling.

The ideal candidate has a High School Diploma and 2 years of office experience, with leadership exposure. Proficiency in mailing operations, imaging equipment, and compliance with archival regulations is required;

Qualifications

• High School Diploma or equivalent; two years of office/clerical experience, preferably in a leadership position; or equivalent combination of education, training and experience.

Responsabilités

• Assist the supervisor with scheduling workloads, office coverage and daily assignments.
• Approve employee timesheets and leave requests in the supervisor's absence and attend manager meetings as required.
• Provide onboarding training and mentoring to staff; assist in training and supervising temporary staff.
• Process requests for records research for county departments and perform data processing duties.
• Support Elections Division with equipment testing, deployment and material distribution; ensure security and chain of custody procedures.
• Process, receive, collect and deliver mail; operate and maintain mail equipment; coordinate courier services.
• Perform electronic document imaging and quality control inspections for imaged documents.
• Manage Records Transfer forms and retention/destruction in line with State Archives regulations; generate destruction notices.

Connaissances

Records management

Logistics

Scheduling

Staff training

Records retrieval

Destruction coordination

Electronic imaging

Mail processing

Communication

Formation

High School Diploma

Outils

Mail equipment

Imaging equipment

Description du poste

Under direct supervision, performs a variety of functions associated with the Records Center of the County Clerk.(Essential function, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills and other characteristics. This list of tasks is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by positions in this class.)

• Assists the supervisor with scheduling workloads, office coverage, and daily assignments
• In the absence of the supervisor, approves employee timesheets and leave requests, attends manager meetings, and performs other duties as required
• Provides onboarding training and mentoring to staff as requested
• Assists in training and supervising temporary staff
• Provides input on staff recruitment and performance appraisals.
• Receives and processes requests for records research for all County departments, Circuit Court and District Court; performs data processing duties; makes recommendations in relation to programming/reprogramming needs.
• Provides essential logistical and operational support to Elections Division, including but not limited to equipment testing, deployment and retrieval, inventory and distribution of materials, equipment, and supplies, ensuringcompliance with election security protocols and chain of custody procedures established by the County Clerk or designee.
• Processes, receives, collects and delivers mail to/from County departments, the State mail system and the United States Post Office; operates and performs preventative maintenance on various types of mail equipment; coordinates courier services; prepares certified and registered mail; processes monthly mail service billings; advises County staff regarding available mail services.
• Performs electronic document imaging; makes adjustments to document quality; coordinates final quality control inspections on imaged and filmed documents;
• Receives and processes Records Transfer forms from various County departments; documents required for retrieval, tracking and retention/destruction of records according to State Archives regulations.
• Generates reports to schedule records for destruction; prepares records inventories and destruction notices; determines required method of destruction; coordinates with transferring agency for approval of record destruction.
• Performs other duties as assigned or required.

Minimum Qualifications:

High School Diploma or equivalent; two years of office/clerical experience, preferably in a leadership position; or equivalent combination of education, training and experience. Must have a valid driver’s license.

Knowledge and Skills:

• Knowledge of records management activities, processes, and standards.
• Knowledge of logistics, inventory management, warehouse operations or related field.
• Knowledge of laws/regulations pertaining to record retention and destruction.
• Knowledge of electronic document imaging and microfilming processes and equipment.
• Knowledge of mail processing services, standards, and equipment.
• Skill in scheduling and coordinating workflows
• Skill in training and mentoring of staff
• Skill in performing various records management functions and activities.
• Skill in coordinating records retrieval, transfer, retention, and destruction.
• Skill in processing mail and operating/maintaining mail equipment.
• Skill in performing electronic document imaging.

Physical Demands:

• Sits or remains in a stationary position for more than 60% of the workday to perform required computer work and other administrative duties.
• Frequently moves and handles boxes, voting equipment, and other materials weighing up to 50 pounds, including lifting, lowering, and placing equipment and boxes on or from shelves up to 10 feet high. Occasionally moves equipment and boxes weighing up to 75 pounds. Assistance or appropriate equipment may be available when handling heavier or bulky items.
• Frequently ascends and descends ladders to access, retrieve, move, and store boxes and equipment. Employees may be required to safely handle or transport items while using ladders, as appropriate to the task.
• Frequently lifts and moves boxes and equipment weighing up to 50 pounds from low levels, including the floor, and may be required to bend, stoop, squat, or kneel to safely handle items.
• Occasionally operates a cargo van or other larger vehicle to safely transport supplies, equipment, and materials between work locations.
• Frequently communicates information and ideas clearly and accurately to ensure others understand. Must be able to effectively exchange information with coworkers, supervisors, the public, and other stakeholders.
• Frequently observes and reviews details on boxes, mail, computer screens, and other materials to assist with decision-making and processing.