Document Management Assistant

Port of San Diego - San Diego, CA (30+ days ago)3.5


Description
GENERAL PURPOSE

Under general supervision, performs a variety of routine to moderately difficult records management and specialized clerical support in support of District operations including the receipt, retention and disposal of District documents and records, mail processing and distribution duties; and performs related duties as assigned.
DISTINGUISHING CHARACTERISTICS

A Document Management Assistant participates in the development, implementation and administration of a comprehensive District-wide document and records management program to provide District staff and other interested parties with efficient, easy-to-use access to and retrieval of information vital to meeting operational and public information objectives. The Document Management Assistant also performs a full range of mail processing duties. Responsibilities include indexing a wide variety of documents and agreements, utilizing complex document coding criteria, locating and indexing related documents to ensure comprehensive historical records regarding property, projects and events and updating and maintaining document management databases. The incumbent is expected to understand and apply detailed policies and procedures accurately and efficiently in carrying out assigned duties.

Document Management Assistant is distinguished from Document Management Associate in that an incumbent in the latter class is responsible for more complex and difficult records management duties requiring greater experience and knowledge in records management functions and regulations.
Essential Duties and Responsibilities

The following statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

1. Receives and screens visitors and telephone calls, providing information and handling issues that may require sensitivity and the use of sound independent judgment; conducts research, responds to requests for information, refers the request or complaint to appropriate staff and/or takes or recommends action to resolve the issue; greets and directs visitors.

2. Maintains District files, including assigning codes and file numbers to all retained documents and records and applying appropriate indexing criteria to documents; maintains and updates document and records management databases and indexes to track and retrieve records; maintains logs of received documents.

3. Processes, documents and proofreads various District documents and data enters information; processes, documents and forwards claims filed against the District to the Port Attorney's Office; takes documents to the County Recorders Office to be recorded; and provides claims forms to the public.

4. According to established District, US postal and other carrier procedures, picks-up and drops-off, processes, organizes, sorts, weighs, packages, meters and records postage and distributes District inter-office and US and other carrier mail; ensures that postage machine has sufficient postage and requests replenishment; completes application for refund of postage on illegible or invalid meter stamps; receives incoming deliveries and monitors outgoing deliveries to ensure timely departure.

5. Conducts research and locates documents and records; receives, researches and responds to requests for information and records requests; reviews requests for record releases; pulls, copies and re-files documents; receives and processes payments.

6. Coordinates maintenance and repair of scanning equipment. Performs minor cleaning to the scanner, and oils the industrial shredder; follows safety regulations and practices in the operation and servicing of equipment.

7. Trains, guides and coaches others to the scanning equipment and software.

8. Monitors office supply inventory and orders general office and copy room and printer supplies; processes office supply invoices.

9. Participates in the destruction of appropriate records in accordance with legal retention schedule and destruction guidelines.

10. As assigned, may assist other departmental administrative and management personnel in performing administrative support functions; updates and reviews Material Safety Data Sheets, requests information from vendors as necessary and conducts annual inventory to ensure MSDS are available for all required items.

OTHER DUTIES

1. Attends to a variety of office administrative details; files, faxes and e-mail documents; routes and distributes department mail.
Qualifications

Knowledge of:
1. Practices and procedures of records management.

2. Local, state and federal laws relating to retention requirements for a wide variety of documents.

3. Computer applications and capabilities for use in records management programs.

4. Microfilm processes, equipment and quality standards.

5. The general functions of the District and associated records management requirements.

6. Information storage and retrieval systems.

7. Standard office administrative practices, procedures and equipment.

8. Postal and other carrier procedures and practices.

9. Correct English usage, including spelling, grammar and punctuation.

Ability to:
1. Operate a personal computer with standard business software, including word processing, spreadsheet, database and scanning applications and other standard office equipment.

2. Analyze basic records management problems, reaching sound conclusions and recommending appropriate actions.

3. Organize work, set priorities and provide support to meet records management needs.

4. Exercise sound, independent judgment within established guidelines.

5. Ability to lift 30 to 40 pounds utilizing proper safety techniques to lift, carry and move objects.

6. Make arithmetic calculations quickly and accurately.

7. Sort and meter mail rapidly and accurately.

8. Maintain information and generate reports utilizing computer equipment.

9. Code, file and retrieve a wide variety of materials under a complex, comprehensive records management system.

10. Prepare clear and accurate records, reports and other written correspondence.

11. Communicate clearly, effectively and concisely, orally and in writing.

12. Understand and follow written and oral instructions.

13. Use tact, discretion and courtesy in dealing with customers to establish and maintain effective working relationships with others encountered in the course of work.

14. Observe legal and defensive driving practices.

MINIMUM REQUIREMENTS

Education, Training and Experience:
Graduation from high school or G.E.D. equivalent; and two years of increasingly responsible experience in the maintenance of record keeping and document management programs or Graduation from a 2-year college/AA degree with course work in business, public administration or a closely related field; and at least one year of experience in records management. Experience in a public agency setting is preferred. Time served as a District Intern will count towards the years of experience.

Licenses; Certificates; Special Requirements:
A current, valid California Class C driver's license at time of appointment and maintained at all times thereafter in order to operate a vehicle on District business.

A current Commission as a Notary Public issued by the State of California or the ability to obtain a Commission within six months of acceptance of the position.
Supplemental Information
PHYSICAL AND MENTAL DEMANDS

Persons with disabilities may be able to perform the essential duties of this class with reasonable accommodation. Reasonable accommodation will be evaluated on an individual basis and depends, in part, on the specific requirements for the job, the limitations related to disability and the ability of the hiring department to accommodate the limitation.

Resolution #: 2015 - 79
Dated: June 11, 2015