What are the responsibilities and job description for the FAD Records Assistant I position at Montgomery County Government?
Position Overview
Under general supervision from supervisor or manager, performs document imaging to store original format into records management system format, verifies accuracy and makes corrections. Greet, effectively communicate, and provide assistance and information to the public. Requires a working knowledge of computer programs and office skills.
Summary Of Job Duties
Records Assistant I FAD- Maintains the Montgomery County Department of Job & Family Services, (MCDJFS) Public Assistance Records Room document management systems; prepares and processes case documents in paper and electronic formats to maintain the case record; sorts and collates data and documents, enters case record information into computer software; scans hard copies of case documents using an Electronic Document Management System and imaging hardware; retrieves data entered into other databases to verify accuracy with scanned copies of case records and makes necessary corrections; indexes documents properly in the EDMS system. Assists agency staff, partners, and customers by processing specialized document requests and scanning submitted case documents from our customers; mail counting, sorting, and opening; fulfills attorney requests, in/out of county transfer of cases, and completion of special records tasks.
Records Assistant I CSEA – Maintains the Montgomery County Department of Job & Family Services (MCDJFS) Child Support Enforcement Agency CSEA) records filing system; prepares case records in paper format for scanning (e.g., sorts and collates data and documents, enters case record information into computer software (e.g., Support Enforcement Tracking System [SETS], Records (a file tracking database for microfiche), and OnBase/Electronic Document Management System); scans hard copies of case records using OnBase, retrieves data entered into the computer systems to verify accuracy, and indexes documents properly in OnBase. Retrieves documents from other areas for processing. Assists agency staff, partners and customers with case record and microfiche retrievals, offers guidance on using the microfilm equipment for reading and printing documents, mail counting, sorting, and opening, and completion of special records tasks. Assists with facilitation in/out of county transfer of cases in SETS and case documents in OnBase.
Use of Microsoft Excel to maintain ongoing production statistics and metrics according to Records Room Policies; participates in record retention & disposition based on agency, State &/or Federal policies & procedures (e.g., prepares them for disposal in agency shred bins).
(Performs Related Duties as Required) Performs clerical tasks in support of Records Room operations: Answers phones; documents retrievals for staff and customers at customer window; checks in & logs materials; picks up & sorts mail for new cases; prepares statistical reports of work accomplished within established reporting periods; training assistance to new Records Room staff, summer students and/or temporary workers. (Performs Related Duties as Required)
Minimum Qualifications And Requirements
Experience with confidential records processing and maintenance preferred. High School diploma or equivalent documented evidence such as GED required; supplemented with courses in keyboard and Microsoft Excel and Word with demonstrated experience in office practices, including MS Excel. Ability to use automated equipment; enter data on a computer according to pre-established standards. Any combination of training and work experience indicating the possession of the skills, knowledge, and abilities, listed in the job duties. OR alternative, equivalent evidence of the Minimum Class Requirements.
Driving Requirement: Must have valid driver's license with acceptable driving record.
Training Requirement: Required
Supplemental Information
Probationary Period: 180 days
Health Insurance
Vacation Accrural
Paid Personal Leave
Long Term Sick Accrual
Life Insurance
Under general supervision from supervisor or manager, performs document imaging to store original format into records management system format, verifies accuracy and makes corrections. Greet, effectively communicate, and provide assistance and information to the public. Requires a working knowledge of computer programs and office skills.
Summary Of Job Duties
Records Assistant I FAD- Maintains the Montgomery County Department of Job & Family Services, (MCDJFS) Public Assistance Records Room document management systems; prepares and processes case documents in paper and electronic formats to maintain the case record; sorts and collates data and documents, enters case record information into computer software; scans hard copies of case documents using an Electronic Document Management System and imaging hardware; retrieves data entered into other databases to verify accuracy with scanned copies of case records and makes necessary corrections; indexes documents properly in the EDMS system. Assists agency staff, partners, and customers by processing specialized document requests and scanning submitted case documents from our customers; mail counting, sorting, and opening; fulfills attorney requests, in/out of county transfer of cases, and completion of special records tasks.
Records Assistant I CSEA – Maintains the Montgomery County Department of Job & Family Services (MCDJFS) Child Support Enforcement Agency CSEA) records filing system; prepares case records in paper format for scanning (e.g., sorts and collates data and documents, enters case record information into computer software (e.g., Support Enforcement Tracking System [SETS], Records (a file tracking database for microfiche), and OnBase/Electronic Document Management System); scans hard copies of case records using OnBase, retrieves data entered into the computer systems to verify accuracy, and indexes documents properly in OnBase. Retrieves documents from other areas for processing. Assists agency staff, partners and customers with case record and microfiche retrievals, offers guidance on using the microfilm equipment for reading and printing documents, mail counting, sorting, and opening, and completion of special records tasks. Assists with facilitation in/out of county transfer of cases in SETS and case documents in OnBase.
Use of Microsoft Excel to maintain ongoing production statistics and metrics according to Records Room Policies; participates in record retention & disposition based on agency, State &/or Federal policies & procedures (e.g., prepares them for disposal in agency shred bins).
(Performs Related Duties as Required) Performs clerical tasks in support of Records Room operations: Answers phones; documents retrievals for staff and customers at customer window; checks in & logs materials; picks up & sorts mail for new cases; prepares statistical reports of work accomplished within established reporting periods; training assistance to new Records Room staff, summer students and/or temporary workers. (Performs Related Duties as Required)
Minimum Qualifications And Requirements
Experience with confidential records processing and maintenance preferred. High School diploma or equivalent documented evidence such as GED required; supplemented with courses in keyboard and Microsoft Excel and Word with demonstrated experience in office practices, including MS Excel. Ability to use automated equipment; enter data on a computer according to pre-established standards. Any combination of training and work experience indicating the possession of the skills, knowledge, and abilities, listed in the job duties. OR alternative, equivalent evidence of the Minimum Class Requirements.
Driving Requirement: Must have valid driver's license with acceptable driving record.
Training Requirement: Required
Supplemental Information
Probationary Period: 180 days
Health Insurance
Vacation Accrural
Paid Personal Leave
Long Term Sick Accrual
Life Insurance
