Records Specialist

The Position

Incumbent works under the direction of the Chief Deputy or designee, filing, locating, retrieving documents and operating digital image scanning equipment producing digital copies for retention purposes.

Essential Functions

• Prepare (e.g. sorting) documents for scanning and archiving.
• Establish and maintain effective work relationships with clients, supervisors, County employees, elected officials, attorneys, law enforcement, judges, other agencies, and the public.
• Comply with Civil Service Rules, collective bargaining agreements, County policies, department policies and laws to create a cooperative, safe, respectful and quality work environment.
• Ensure confidentiality of record documents.
• Arrange documents (e.g. alphabetical, numerical, chronological).
• Scan, index, and verify scanned documents, correcting malfunctions and ensuring legible, usable digital files.
• Perform equipment maintenance and inspection, correcting problems, calibrating, and informing supervisor of repairs or maintenance.
• Follow established scanning and quality control procedures (e.g. digital files formats, coding, clear, legible) and conduct quality audits.
• Conduct audit of work completed (e.g. verifying case number, filing date, other clerical errors) by Court Clerk I & II and Accounting Clerk I & II, documenting errors and notifying supervisor.
• Track copies and submit billing.
• Sort and organize physical court records and documents.
• Store, locate, retrieve and provide court records, maintaining record of documents possession.
• Respond to questions and inquiries, referring questions and inquiries outside area of expertise to supervisors.
• Provide assistance in preparing and mailing court records and evidence to appropriate agencies.
• Locate and check out Bill of Exceptions to authorized personnel.
• Assist in disposing records and documents in accordance with established statutes and records retention schedules.
• Report to work with regular, consistent attendance.
• Perform other duties as assigned and directed.

Education and Work Experience and Other Requirements

• High school diploma or equivalent required.*
• Two (2) years of customer service and clerical experience required.*
• Two (2) years of MSOffice experience/training required.
• Completion of a pre-employment criminal record check and conditional offer drug screen required.
• Equivalent combination of education and work experience may be substituted for requirements on a year-for-year basis.

Physical Requirements & Working Conditions

• The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Work is generally performed in an office setting. Noise level is usually moderate. Works hours are typically during standard day-shift hours; however, schedule may vary (e.g. days, shifts, weekends, overtime/extra hours, holidays, emergency call-in). Work may be stressful when dealing with time constraints, multiple/changing priorities, limited resources and uncooperative individuals.
• Work requires some physical activity, including extended periods of sitting and standing, frequent walking, reaching, and occasional balancing, kneeling, bending, and carrying. Work also requires the ability to frequently lift/carry objects weighing up to 10 pounds and occasionally up to 25 pounds.
• Required sensory abilities include vision, hearing and touch. Visual abilities, correctable to normal ranges, include close vision, distance and color vision, and the ability to adjust focus. Communication abilities include the ability to talk and hear within normal ranges. Incumbent must possess the hand-eye coordination and manual dexterity necessary to operate computers and other equipment.

Douglas County is an EOE - Disability/Veterans