Records Manager

Job Identification:

Position Summary:

This position will be responsible for maintaining tribal records and databases. Perform paraprofessional and clerical tasks in terms of sorting, coding, and filing documentation in paper and electronic form, maintaining a computer database of documents for each department, performing records maintenance, and disposing of obsolete information per the established policies and legal requirements. An essential part of the job is scanning materials, sorting them into digital folders, and working efficiently with document management software.

Essential Job Functions:

• Develop policies and procedures to manage and maintain tribal inventory.
• Organize information, create documentation, preserve records with historical or compliance value, destroying certain documents, and ensuring compliance with information legislation, in both paper and electronic forms.
• Create and maintain accessible, retrievable computer archives and databases, incorporating current electric information storage technology advances.
• Organize archival records and develop classification systems to facilitate access to archival materials.
• The position requires excellent organizational and assessment capabilities, project management skills, very strict confidentiality, and familiarity with federal privacy requirements.
• Maintenance of records of materials filed or removed using logbooks or computers.
• Add new material to file records and create new records as necessary.
• Perform general office duties such as typing, operating office machines, and sorting mail.
• Track materials removed from files to ensure that borrowed files are returned.
• Gather materials to be filed from departments and employees.
• Sort or classify information according to guidelines such as content, purpose, user criteria, or chronological, alphabetical, or numerical order.
• Find and retrieve information from files in response to requests from authorized users.
• Scan or read incoming materials to determine how and where they should be classified or filed.
• According to classification and identification information, place materials into storage receptacles, such as file cabinets, boxes, bins, or drawers.
• Attend pertinent meetings or training courses and undertake special training activities as directed; conduct education and training of patrons and patron groups; plans and present programs for children and adults.
• Effective records management to ensure the information needed is retrievable, authentic, and accurate.
• Knowledge and efficiency with document management software.
• Provide back up to the Receptionist and the Tag Department.
• All other duties as assigned.

Non-essential Job Functions:

• Assist with preparing monthly and annual reports, general information bulletins and data entry, and other clerical functions for the programs and departments.
• Perform simple equipment maintenance.

Job Specifications:

Knowledge, Skills, and Abilities:

• Excellent working knowledge of computer programs –Microsoft Office, e-mail applications, mailing lists; familiarity with inventory systems and programs, as well as with audio-visual bibliographic databases preferred.
• Ability to keep confidential records and perform routine tasks.
• Possess tact and courtesy, as well as sound judgment; have strong ability to work in a team environment; display attention to detail.

Education & Experience:

• A high-school diploma or equivalent is required; a bachelor's degree is preferred.
• Two years (but not less than six months) of related experience or work in an office environment, performing advanced secretarial duties and working with computer programs, or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.

Physical Abilities:

The incumbent must be able to sit or stand for prolonged periods of time and regularly reach above the shoulders; must be able to squat, push, pull, and lift up to and including 50 pounds without experiencing physical discomfort or pain. Excellent eyesight – with or without vision correction – is mandatory. Must be able to travel occasionally for attendance of seminars, lectures, etc.

Working Conditions:

The work is performed in an office environment with no disagreeable conditions. The candidate must be able to work in a diverse cultural setting due to the sensitive nature of the position.