Deputy Clerk- Record Center

Under the direct supervision of the Record Center Supervisor, performs a variety of records management functions.Essential Job Functions : (Essential function, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills and other characteristics. This list of tasks is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by positions in this class.)

• Receives and processes requests for records research for all County departments, performs data processing duties; makes recommendations in relation to programming/reprogramming needs.
• Processes, receives, collects and delivers mail to/from County departments, the State mail system and the United States Post Office; operates and performs preventative maintenance on various types of mail equipment; coordinates courier services; prepares certified and registered mail; processes monthly mail service billings; advises County staff regarding available mail services.
• Performs electronic document imaging and microfilming functions; makes adjustments to document quality; coordinates final quality control inspections on imaged and filmed documents;
• Maintains quality control of microfilm; maintains and makes minor repairs to equipment; monitors supply inventories.
• Liaises with various County departments regarding materials, supplies and equipment requirements; obtains price quotes; allocates costs to appropriate funding source; prepares/issues vouchers and transmits them to the Clerks Accounting Office for payment; inspects received materials and equipment for quality and accuracy of order; maintains inventory and file of vendors.
• Receives and processes Records Transfer forms from various County departments; documents information required for retrieval, tracking and retention/destruction of records according to State Archives regulations.
• Generates reports to schedule records for destruction; prepares records inventories and destruction notices; determines required method of destruction; coordinates with transferring agency for approval of record destruction.
• Provides assistance with testing voting equipment; deploys and retrieves election equipment; maintains/distributes election supplies and inventories.
• Performs other duties as assigned or required.

Minimum Qualifications:

High School Diploma or equivalent; one year office/clerical experience; or equivalent combination of education, training and experience. Must have a valid drivers license.

Knowledge and Skills:

• Knowledge of records management activities, processes, and standards.
• Knowledge of laws/regulations pertaining to record retention and destruction.
• Knowledge of electronic document imaging and microfilming processes and equipment.
• Knowledge of mail processing services, standards, and equipment.
• Skill in performing various records management functions and activities.
• Skill in coordinating records retrieval, transfer, retention, and destruction.
• Skill in processing mail and operating/maintaining mail equipment.
• Skill in performing electronic document imaging and microfilming functions.
• Skill in coordinating office supplies and equipment orders.

Physical Demands:

• Constantly remains in a stationary position more than 60% of the time to complete necessary computer work.
• Frequently moves boxes and voting machines weighing 50lbs, including frequently lifting and lowering equipment and boxes from shelves 10 feet high. Occasionally moves equipment and boxes up to 75lbs,
• Frequently ascends/descends a ladder to move boxes and equipment
• Frequently moves boxes that weigh 50lbs at a low level including the floor.
• Occasionally drives a Cargo Van to transport supplies, equipment and boxes.
• Frequently communicates information and ideas so others will understand. Must be able to exchange accurate information in these situations.
• Frequently observes details on boxes, mail, computer screen and other objects to assist in making decisions and processing.