Records Management Coordinator

Under minimal supervision, performs a variety of tasks related to file management, storage, and retention, public records requests, requests for information, and policy and procedure tracking; scanning, indexing and retrieving records and entering data; this position has department-specific responsibility.

(Illustrative Only) Develops, organizes, and maintains an ongoing records management program; ensure the county’s records are maintained, destroyed or archived in an efficient and cost-effective manner and to ensure compliance with state public records statues; coordinates the administration and implementation of the county records management program in accordance with legal requirements and records management policies and procedures; establishes new file categories; develops and revises cross reference index including determining appropriate legal retention periods; responds to inquiries regarding interpretation of policies, procedures, rules and regulations, and federal, state and local laws as applicable to records management; responsible for managing public records requests; coordinates with the departments and offices to fulfill public records requests; evaluates findings and recommends changes or modifications in procedures, utilizing knowledge of functions of operating units, and filing methods; conducts audits and secures approval for proper destruction of records; researches, analyzes and prepares recommendations for new processes to enhance services, program development and needs as related to the function of records management; receives, sorts, indexes, files, and retrieves forms, correspondence and documents, scans, documents, checks and verifies information entered into the computer; formats, composes and prepares complex documents and reports; maintains computerized databases for records management, office records and files; assists with the oversight of filing systems; trains and guides support staff as directed by the Clerk of the Board; receives and/or processes public records requests; conducts research using manual and automated systems to gather or verify data needed for processing activities; operates scanning equipment and prepares documents, materials, records for scanning per established standards; prepares and processes confidential and sensitive documents; assists with agenda follow-up assignments and assigning and reviewing the follow-up work of others; assists with the preparation, maintenance and accuracy of documents and office procedures; responsible for redacting confidential information before releasing the public record request; maintains high standards of confidentiality; regular and reliable attendance is required; performs other duties as assigned.

Associate’s degree in business, general education or a related field AND two (2) years of experience in general secretarial or office work; and two (2) years in records management; OR an equivalent combination of education and experience; requires successful completion of a background check.

Knowledge of: Yuma County policies and procedures; business English, spelling, arithmetic, punctuation and grammar; office practices and procedures; document retention and destruction regulations; filing systems; the state document retention and destructive regulations as per the Arizona State Library, Archives and Public Records.

Skill in: Preparing reports; operating various types of office equipment; creating filing systems; dealing effectively with public inquiries and public records requests; establishing and maintaining effective working relationships with employees, other agencies and the public; communicating effectively verbally and in writing; assigning and leading the work of others; oral and written communication; establishing and maintaining effective working relationships with employees, applicants, other agencies, and the public; maintaining confidentiality.

Ability to: Read, write research and synthesizes data; communicate effectively verbally and written; plan, prioritizes, manages and responds to multiple assignments in a fast-paced environment; use modern office equipment and computers; effectively respond to phone calls, emails and complaints in a timely manner; lift up to 20 lbs.; perform the essential functions of the job specifications with or without a reasonable accommodation.

The usual and customary methods of performing the job’s functions require the following physical demands: occasional lifting, carrying, pushing and/or pulling; some stooping, kneeling, crouching and/or crawling and significant fine finger dexterity. Generally the job requires 60% sitting, 20% walking and 20% standing. Working at a computer monitor for extended periods required. The job is performed under minimal temperature variations and may have risk of exposure to communicable diseases.

The YCEBT is a self-funded medical plan administered by BlueCross BlueShield of Arizona (BCBSAZ). The employee is able to select from three (3) medical plan options with six (6) tiers that will best suit the employee's needs, dependents or families.

Plan Option 1: Preferred Provider Option A (PPO) or PPO A 1100 deductible. Employees who participate in the "Wellness Incentive" will receive a $30 monthly premium reduction by completing three steps.

Plan Option 2: Preferred Provider Option B (PPO) or PPO B 1,500 deductible. Employees who participate in the "Wellness Incentive" will receive a $30 monthly premium reduction by completing three steps.

Plan Option 3: High Deductible High Plan - Health Savings Account (HDHP-HSA) with a 1700 deductible. Employees who participate in the “ Wellness Incentive” will receive a $30 monthly premium reduction by completing three steps.

Employer contributes a total of $800.04 to employees Health Savings Account. If employees select Employee only and participate in the “ Wellness Incentive” employees can receive up to 360.00 contribution to a Limited Purpose FSA card to be used for medical or dental purposes.

Southwest Service Administrator (SSA) Mexico PPO Health Plan: SSA is available to employees who are enrolled in YCEBT Medical PPO Plan A and PPO Plan B. The SSA Plan pays 100% of hospital, medical, laboratory and prescription drug benefits, to a maximum of $5,000 per person per calendar year ($10,000 for two or more family members).

This position may be retirement eligible, if you have any questions contact Recruitment division at 928-373-1013 for more information.