Document Imaging Specialist

City of DeLand

120 South Florida Avenue

DeLand, FL 32720

Phone : (386) 626-7000

DOCUMENT IMAGING SPECIALIST

Department : 102 / City Clerk

Exempt : Reports To :

City Clerk

Pay Grade / Wage : Position Type :

Full-Time

Hours : 40 hrs / week

Job Summary :

Work is performed independently under the general direction of the City Clerk or designee. Individual is responsible for arranging, describing, preserving and providing access to the City’s records. Individual performs the imaging and indexing function for document imaging and general records management. Routine functions include optical character recognition, text editing, and bibliography indexing and scanning. Employees in this classification may also perform clerical work and receptionist duties and performs related work as required.

Job Description :

DUTIES & RESPONSIBILITIES

Participates in maintaining the City Clerk Department's computerized Records Management System and in the retrieval and storage of City wide records.

Reviews the computerized indexes of documents to ensure accuracy and conformance to accepted standards and quality for the Records Imaging System.

Analyzes the subject matter of documents to ensure accurate indexing for the Records Imaging System.

Approves the quality and accuracy of records stored in the Records Imaging System.

Performs image manipulation functions for the Records Imaging System.

Instructs Records personnel in use of and in indexing methods for the Records Imaging System.

Develops standards and procedures relating to the operation of the Records Imaging Section.

Interpret and make recommendations in accordance with laws, regulations, and established policies.

Directs the conversion of historical documents into the Records Imaging System.

Researches City Code books.

Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.

QUALIFICATION REQUIREMENTS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and / or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND EXPERIENCE REQUIREMENTS

Associates degree from an accredited college or university with a major in General Business or related field is required.

Two years experience in document imaging / archival is required.

An equivalent combination of education, experience and training which provides the required knowledge, skills and abilities may be considered for minimum requirements except for licensure / certification requirements.

PREFERRED SKILLS AND LICENSES

Certified Archivist (CA) and / or Certified Records Manager (CRM) certification is desirable .

LANGUAGE SKILLS

Ability to deal with the general public in a professional, courteous manner.

Ability to develop and maintain good personal relationship with other employees and the public.

Ability to clearly and effectively communicate both verbally and in writing.

REASONING ABILITY

Ability to follow and apply common sense understanding, to carry out instructions furnished in written, oral, or diagram forms.

Ability to deal with problems involving several variables in standardized situations when immediate guidance from the supervisor may not be available .

OTHER SKILLS AND ABILITIES :

Knowledge of record keeping procedures and maintenance systems.

Knowledge of municipal government records.

Knowledge of Optical Character Resolution (OCR) systems.

Knowledgeable of advanced writing and grammar skills.

Familiar with archival / bookkeeping skills.

Knowledge of Florida Sunshine Laws.

WORK ENVIRONMENT / ADA : While performing the duties of this job, the employee is regularly required to sit for long of periods of time performing repetitive functions. The employee must be able to access file cabinets for filling and retrieve data. The employee must have the ability to sit at a desk and view a screen for extended periods of time.

Lifting : , Lift up to 45 Pounds,

Vision : , 20 / 20 or Corrected to 20 / 100

Environment : , Office / Sedentary Work,

Hearing : , Normal Noise Levels for Work Environment

• Class Descriptions are not intended to be restrictive. The use of (or absence of) a particular illustration of duties shall not be held to exclude or limit the authority of a Department Head to assign other duties which are similar and related to work.