Job Description Summary

Job Description

Job Type: Classified

The Management of Information and Records Division of the Clerk of the Boards Office which administers the County Records Management Program is currently seeking a Records Management Specialist. The primary duties of this position include converting manual records and other materials into microfilm/microfiche images using micrographic equipment performing operator-level maintenance and servicing and repairing associated equipment.

Essential Functions:

As defined under the Americans with Disabilities Act this classification may include any of the following tasks knowledge skills and other characteristics. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents of this class. Work assignments may vary depending on the departments need and will be communicated to the applicant or incumbent by the supervisor.

• Receives requests for records from County departments retrieves files and/or boxes and delivers them to respective departments;

• Collects records to be refiled converted to microfilm microfiche or digital images or destroyed;

• Receives new records assigns the appropriate classification updates the inventory of records and stores them in their correct category;

• Performs quality control tasks ensuring that quality standards have been meet and no documents have been missed; performs archival assurance testing (density and resolution) on microfilm;

• Selects documents identified for permanent microform or digital storage conducts density and resolution tests on microfilm prior to converting documents microfilms and scans documents processes microfilms in the dark room and uploads digital images and ensures that records are legible in their microform or digital formats;

• Prepares and submits invoices to applicable departments once their records have been converted to paperless formats;

• Keeps current with microform and digital storage processes and technology;

• Performs regular operator-level servicing and maintenance of scanning equipment.

Minimum Qualifications:

Two years in records or document management with experience in document handling and records management including preparation cleaning digitization and archival of various media.

OR:

One year of experience with Pima County as a Records Technician AND six months of experience in the preparation cleaning and microfilming of records and other media.

(Microfilming experience may be concurrent with general experience cited.)

Qualifying education and experience must be clearly documented in the Education and Work Experience sections of the application. Do not substitute a resume for your application or write see resume on your application.

Preferred Qualifications: (Be specific in describing your experience in your application. Ensure the descriptions provided illustrate your competencies specifically addressing the required and preferred qualifications.):

• Experience with micrographic equipment.

• Experience using automated records system.

• Experience storing inventorying retrieving and delivering archived records.

• Experience researching sorting and preparing County-specific documentation for archival ofrecords per county/state/federal records retention guidelines.

Selection Procedure:
Pima County Human Resources Department reserves the right to admit to the selection process only those candidates that meet the minimum qualifications. All applications will be assessed based on an evaluation of the listed education and experience. Candidates meeting the minimum qualifications may be further evaluated/scored against any advertised Preferred Qualifications. The hiring authority will interview and select the successful candidate from a referral list provided by Human Resources. Additional assessments/testing may be required as part of the selection process.

Supplemental Information:

Licenses and Certificates: Valid driver license is required at time of application. Valid AZ driver license is required at time of appointment. The successful applicant will be subject to a 39-month DOT Motor Vehicle Record review to determine applicants suitability to operate county vehicles in accordance with Pima County administrative procedures. Failure to obtain and maintain the required licenses and certifications shall be grounds for termination. Any offer of employment resulting from this recruitment is contingent upon Fleet Services review and approval of the candidates driving record. Some positions may require a valid Arizona driver license at the time of application or prior to completion of initial/promotional probation.

Special Notice: All positions may encounter rodents insects and mildew/fungus in handling of records record boxes and while working in records storage areas. Needed protective clothing equipment and training will be provided. The County requires pre-employment background checks. Successful candidates will receive a post-offer pre-employment background screening to include verification of work history education and criminal conviction history. A prior criminal conviction will not automatically disqualify a candidate from employment with the County.

Physical/Sensory Requirements: This position requires the ability to: constantly required to exchange accurate information constantly operate a computer and other office machinery constantly observes details at close range frequently remains in a stationary position occasionally moves about inside an office and occasionally moves office equipment weighing up to 25 pounds. Additional physical and sensory abilities will be determined by position.

Working Conditions: Working conditions include constantly working in an indoor environment. Additional working conditions will be determined by position.

EEO Information: Pima County Government is an Equal Employment Opportunity employer. We are committed to an inclusive and diverse workforce and will not discriminate in employment opportunities or practices on the basis of race color religion national origin age disability gender sexual orientation kinship political interest or any other characteristic protected by law.