GOVERNMENT RECORDS COORDINATOR
DEFINITION OF CLASS:
This is lead supervisory work in the field of records management. Contacts are primarily with employees of County departments and agencies and subordinate staff, and State Attorney's Office and Court employees for the purposes of explaining procedures for records storage and retention and coordinating same, to retrieve necessary records upon request, and supervising staff. Other contacts include State officials to determine records retention and destruction schedules and to discuss procedures. An incumbent provides limited public service or assistance; clients are mainly other County employees.
An employee in this class is responsible for supervision of full-time and temporary employees in the operation of the County Records Center, a facility that stores a large volume of official records for all County departments. Operation of the Records Center involves receiving, inventorying, storing, imaging, safekeeping, referencing, retrieving and disposing of all records entrusted to the Records Center. Operation of the Center also includes all record keeping required for records inventory and location, records retention, certification of destruction, agency reference activity and daily production statistics. The work of this class also involves preparing schedules for records retention and destruction and coordinating with user agencies to determine proper disposition of active, inactive and permanent records located in all County agencies. The employee plans for, operates, and evaluates the effectiveness of the Records Center operation and the record management function which is accomplished under general administrative direction. Guidelines consist of established specific State regulations, County Administrative Procedures, and Departmental procedures concerning the storage of County documents, which must be closely followed. The complexity of the work is characterized by the analysis required of an employee to plan and organize an efficient and effective records management operation, to evaluate the operation of the center, and to plan for future needs. The effective operation of the records management function impacts nearly all County departments and agencies by providing for the storage of official documents which must be retained for a prescribed period of time and retrievable for further use when required. The work is performed primarily in a records storage warehouse which is adequately lighted, heated, and ventilated, and is subject to common everyday risks. Work involves recurring lifting of boxes of records weighing 25-50 pounds and climbing ladders to reach boxes stored on upper shelves.
EXAMPLES OF DUTIES: (Illustrative Only)
Supervises full-time, part-time, temporary and volunteer staff; interviews and selects part-time and full-time staff; plans, develops, coordinates and implements staff training programs.
Receives official County records in cartons, bound volumes, or other containers and format; checks for adequate labeling, identification and transfer documentation; assigns location numbers to containers and stores them in appropriate shelf areas.
Maintains complete inventory of records stored in the Center; maintains records retention schedules, certificates of destruction, indexes of agency reference activity, production statistics and other records relating to the Records Center's operations.
Recommends retention and destruction schedules for all types of County records; coordinates approval of schedules with County agencies and State Archivist.
Utilizes a variety of office automation equipment and computer applications related to tracking, storing, imaging, and disposing of County records (i.e., data bases, fax machines, etc.).
Carries out good housekeeping tasks within the Records Center, and follows safety, fire prevention and security procedures for the safe-guarding of essential and sensitive County records.
Receives by telephone, memorandum, or in-person visits requests from originating agencies for reference to or retrieval of documents, files or containers of records stored in the Center.
Performs physical search, retrieval and refilling of material requested.
Arranges, labels and repacks damaged, disorganized or non-standard records containers in order to preserve records for reference and retrieval.
Maintains contact by phone and memorandum with numerous department representatives regarding records management program and Records Center services; maintains correspondence files, as appropriate.
Evaluates operation of records management program and Records Center, and plans for future needs.
Provides assistance, advice and guidance to Records Center users regarding procedures for transferring, referencing and disposing of records.
Prepares training materials in records management for distribution to departments and agencies.
Checks records inventory lists to identify records eligible for disposal. Obtains, by exchange of memorandums, approval for disposal of records with expired retention periods.
Arranges for appropriate disposal of obsolete records by deposit in land-fill, recycling, or shredding. Prepares and submits required certificates of destruction.
Operates paper shredder to destroy sensitive records.
Assembles and disassembles shelving for records storage; changes storage configurations to meet space availability.
Supervises work of employees periodically assigned to assist with physical aspects of Records Center operation, e.g., moving boxes, erecting shelves, shredding, and disposing of old records, data entry, etc.
Receives all personnel visiting the Records Center, providing them with reference and retrieval service, as appropriate. Assists auditors, investigators, and researchers by finding files and documentary materials.
Protects all records from access by unauthorized persons; confirms eligibility of visitors to have access to records.
Performs related duties as required.
Experience: Four (4) years of clerical/office support experience, one (1) year of which must have been in supervisory records management, e.g., files/records reference, retrieval and retention schedule maintenance.
Education: Completion of high school or High School Certificate of completion recognized in the State of Maryland.
Equivalency: An equivalent combination of education and experience may be substituted.
Knowledge, Skills, and Abilities:
Knowledge of rules, procedures, methods and operations necessary to operate a large records center and to develop records retention and destruction schedules.
Knowledge of records maintenance including records inventory and records center operating records and forms.
Ability to train and supervise subordinate Records Center personnel.
Ability to learn laws, administrative procedures and instructions applying to the County's records management program.
Skill in operating word processing, microcomputer, and other office automation systems and equipment involving a variety of software applications. Ability to operate a heavy-duty paper shredder.
Ability to work independently on a wide variety of technical and administrative tasks.
Ability to communicate effectively, both orally and in writing.
Ability to deal tactfully and effectively with people.
Ability to recurring and independently lift, push and pull cartons weighing twenty-five to fifty pounds.
Ability to attend meetings and perform other assignments at locations outside the office.
The probationary period must be twelve (12) months for a full-time or part-time employee appointed to a merit system position, and six (6) months for a promoted employee, during which time work performance will be carefully evaluated. Continuation in this class will be contingent upon successful completion of the probationary period.
MEDICAL PROTOCOL: Core Exam
Class Established: September, 1984
Revised: July, 1989(M)