I. TITLE: Records and Imaging Assistant
CODE: PARA 217
II. SUMMARY:
An employee in this classification, under the supervision of the Records Manager, performs a variety of clerical functions of a general, specialized, and confidential nature.
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III. DUTIES:
75%
Organizes, maintains, controls, and secures individuals’ served records.
Maintains confidentiality, security and privacy of records.
Responds to and processes requests for record information from various internal departments, external individuals, and entities.
Maintains a variety of tracking spreadsheets and databases for both on-site and off-site records storage.
Compiles, produces, copies, maintains, deletes, and scans records as required.
Composes and types routine correspondence and reports.
Develops and prepares reports as directed.
Indexes and files records both manually and electronically.
Performs quality assurance review of records.
Acts as liaison between the Records and Imaging Department and other Board departments and facilities.
Works with and assists facilities with records maintenance processing.
Organizes and maintains a current and functional filing system and workstation.
Complies with all applicable rules, regulations, laws and Board policies and procedures.
20%
Preparation of records for scanning.
Assists with document destruction procedures.
Completes special projects as assigned.
Independently gathers and sorts information and assists with the collection, tracking, and reporting of information on a departmental basis.
Schedules appointments and meetings and provides general information on departmental matters.
Sorts, screens, prepares, and distributes incoming and outgoing mail.
May be required to orient individuals assigned to the department and train others on records management initiatives.
5%
Performs other related duties as required.
IV. EQUIPMENT OPERATED:
Personal computer, applications software, and basic office equipment.
V. WORKING CONDITIONS:
Position may involve exposure to individuals with medical and behavioral risks.
VI. KNOWLEDGE, ABILITIES AND SKILLS:
Ability to prioritize, work efficiently and independently.
Ability to maintain accurate records.
Detail oriented.
Effective organizational and responsive communication skills.
Effective time management skills and the ability to handle multiple assignments simultaneously.
Knowledge of governmental laws, rules, and regulations related to records management.
Ability to exercise good judgment.
Competency in office practices and procedures.
Ability to establish and maintain harmonious relationships.
VIII. MINIMUM QUALIFICATIONS, EDUCATION AND EXPERIENCES:
A. Education:
High school diploma or G.E.D required. Associate degree in secretarial science, business management, or management preferred.
B. Experience:
One (1) year secretarial experience, Microsoft Word and Excel software. Access, Gatekeeper, and DocWorker software experience preferred.
C. Credentials:
1.Certification: NAID Certification may be required.
2.Registration: N/A
3.Licensure: Valid driver license required.
D. Ancillary Training: N/A
E. Other:
Requires passing a basic Excel proficiency skills test.
Requires passing Basic Electronic Mail skills test.
Requires own transportation.
Will require evenings, weekends, and locations convenient for individual/family.
May require the ability to lift up to fifty (50) pounds.
Our organization is committed to maintaining a safe and productive work environment. To support this, we have established a drug-free workplace policy that prohibits the use, possession, distribution, or influence of illegal drugs and controlled substances. This policy extends to all substances, including but not limited to, medical and recreational cannabis regardless of state legal status.
We are an equal opportunity employer. If in need of ADA accommodations, contact us directly at 419-380-4033.
