Records Clerk

Position Summary:

Under close supervision, performs clerical work of moderate difficulty related to the maintenance of records. Receives reviews and files and retrieves documents.

The work is normally reviewed in progress and upon completion of each assignment to ensure accuracy, timeliness, and conformance to established standards; most aspects of the work tasks are covered by detailed instructions or procedures.

Essential Duties and Responsibilities:

• Updates and maintains filing system and database and ensures data is entered correctly and accurate reports are provided, upon requests; generates reports and transmits information based on established guidelines.
• Responds to routine inquiries that require judgment in determining the type of information that may be released.
• Scans, indexes, retrieve and reviews documents using an electronic filing management system (R2M).
• Maintains integrity of the department's database system by inputting, retrieving, correcting and compiling data.
• Maintains confidentiality at all times.
• Receives and reviews forms or reports to ensure accurate and complete documentation.
• Answers telephone and routes calls, takes messages; responds to routine inquiries that requires judgment in determining the type of information that may be released.
• Handles routine office operations, filing, sorting, copying, collating, shredding, and faxing.
• Performs other job related duties as assigned and contributes to a team effort.

Knowledge, Skills, and Abilities:

• Knowledge of the Tohono O'odham culture, customs, and traditions.
• Knowledge of economic, educational, health and social problems of Native Americans.
• Knowledge of records management policies and procedures.
• Knowledge of general office procedures, methods and equipment.
• Knowledge of computer software including word processing, database and spreadsheet applications.
• Skill in operating various word-processing, spreadsheets, and database software programs.
• Skill in preparing and maintaining accurate records, reports, and files.
• Skill in utilizing computer databases to research, maintain, and update records and files.
• Skill in providing superior customer service to external and internal customers.
• Ability to create, organize, and retrieve files promptly.
• Ability to communicate efficiently and effectively both verbally and in writing.
• Ability to establish and maintain positive and effective working relationships with other employees and the general public.
• Ability to maintain privileged confidential information.
• Ability to exercise independent judgment.
• Ability to handle multiple tasks and meet deadlines.
• Ability to work extended hours and various work schedules.
• Ability to travel within the interior/exterior boundaries of the Tohono O'odham Nation.

Minimum Qualifications:

Associates Degree in Records Management or closely related field and one year work experience in a records management field; or an equivalent combination of training, education, and work experience which demonstrates the ability to perform the duties of this position.

Licenses, Certifications, Special Requirements:

• Must type 20 WPM.
• Must demonstrate forty percent proficiency in grammar, spelling, and math.
• Upon recommendation for hire, a criminal background check is required to determine suitability for hire, including a 39-month Motor Vehicle Record.
• May require possessing and maintaining a valid driver's license, (no DUIs or major traffic citations within the last three years).
• If required, must meet the Tohono O'odham Nation tribal employer's insurance requirements to receive a driver's permit to operate program vehicles.
• Based on the department's needs, incumbents may be required to demonstrate fluency in both the Tohono O'odham Language and English as a condition of employment.