Records Management/Archives Specialist

Salt Lake County•West Valley City, UT

4d•Onsite

About The Position

JOB SUMMARY Primary responsibility for assisting in the operation of the Records Center. This position will be responsible for assisting in operating the Records Center to help securely receive, store, and destroy records in various physical formats. This position will provide IT support to staff, help shape strategies, initiatives, and methodologies for digital archives and digital curation, and maintain and build web pages. MINIMUM QUALIFICATIONS Bachelor’s degree in a related field; OR an equivalent combination of four (4) years of education and related experience working in a records, archives, and IT setting. Due to the nature of this position, the successful applicant must pass a required background check through fingerprinting and enrollment in the continuous RAP Back (Record of Arrest and Prosecution Back) program in accordance with current County Human Resources policy requirements. ESSENTIAL FUNCTIONS Records Management Functions: Assists with the development of workflows, tools, implementations, and standards governing the organization and care of digital materials. Supports IT Records Management and Archives staff, including troubleshooting and setting up computers and components. Performs assessments and develops recommendations for software tools and system functionality for staff. Performs in-house digitization project tasks, including post-digitization image processing, QC, and file transfer using various digitization workflow management tools. Monitors care for digital materials and/or coordinates physical storage, retrieval, and destruction of Salt Lake County government records under guidance and supervision. Coordinates, monitors, and carries out the physical assignment and/or relocation and shelving of records. Appraising, processing, and assigning retention schedules to records for incoming and on-site materials. Acts as a resource to provide information or determine the most effective way of meeting the needs of management, staff, or patrons. Maintains and/or creates files or record-keeping systems. Sorts, labels, files, and retrieves documents or other materials. Works in both office and records warehouse settings and requires the ability to lift 40-lb boxes, walk, sit, kneel, bend, and climb ladders. This position requires the ability to operate a forklift. Archives Functions: Assists the Archive’s public reference desk, assisting the public and county agencies with research requests and monitoring the reading room as required by the Archives Program Manager. Retrieves data/records found in databases to generate request responses. Processes, creates finding aids, and digitizes historical records under the supervision of the Archives Manager. Maintains existing web pages and creates new pages under supervision. Other special projects as assigned.

Requirements

Bachelor’s degree in a related field; OR an equivalent combination of four (4) years of education and related experience working in a records, archives, and IT setting.
Knowledge of: Information technologies, including database systems
National and international standards related to the unit (i.e., knowledge of records management and archival best practices and principles)
Principles, theories, and best practices of archives management and records and information management
Principles, theories, and best practices of applicable laws, regulations, and rules governing access and privacy regarding records, such as GRAMA, HIPAA, etc.
Policies, procedures, standards, and guidelines governing records and information management
New web page creation for Records Management and Archives, and improving existing pages
Providing ongoing maintenance of assigned web pages using the county’s web design application
Skills and Abilities to: Use computers and related software, including Microsoft Office Suite and database management systems
Analyze and problem-solve
Provide effective customer service
Effectively and respectfully communicate verbally, in writing, and interpersonally; concisely report solutions to internal and external contacts; demonstrate tact and diplomacy when communicating with individuals at all levels of the organization
Demonstrate significant attention to detail and perform work with great accuracy
Multitask and prioritize daily activities; remain organized while working on multiple, simultaneous projects
Work effectively with others and work independently, as well as part of a collaborative team environment
Lift 40 pounds, regularly climb ladders, and pull heavy volumes and boxes from tall shelves
Become forklift operation certified
Employ good active listening skills. Give full attention to what other people are saying, take time to understand the points being made, ask questions as appropriate, and do not interrupt at inappropriate times
Use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems
Understand the implications of new information for current and future problem-solving and decision-making
Monitor and assess your performance and that of other individuals or organizations to make improvements or take corrective action
Perceive and understand others' reactions
Due to the nature of this position, the successful applicant must pass a required background check through fingerprinting and enrollment in the continuous RAP Back (Record of Arrest and Prosecution Back) program in accordance with current County Human Resources policy requirements.

Responsibilities

Assists with the development of workflows, tools, implementations, and standards governing the organization and care of digital materials.
Supports IT Records Management and Archives staff, including troubleshooting and setting up computers and components.
Performs assessments and develops recommendations for software tools and system functionality for staff.
Performs in-house digitization project tasks, including post-digitization image processing, QC, and file transfer using various digitization workflow management tools.
Monitors care for digital materials and/or coordinates physical storage, retrieval, and destruction of Salt Lake County government records under guidance and supervision.
Coordinates, monitors, and carries out the physical assignment and/or relocation and shelving of records.
Appraising, processing, and assigning retention schedules to records for incoming and on-site materials.
Acts as a resource to provide information or determine the most effective way of meeting the needs of management, staff, or patrons.
Maintains and/or creates files or record-keeping systems.
Sorts, labels, files, and retrieves documents or other materials.
Assists the Archive’s public reference desk, assisting the public and county agencies with research requests and monitoring the reading room as required by the Archives Program Manager.
Retrieves data/records found in databases to generate request responses.
Processes, creates finding aids, and digitizes historical records under the supervision of the Archives Manager.
Maintains existing web pages and creates new pages under supervision.
Other special projects as assigned.

Benefits

12 Holidays
Up to 24 vacation days
12 sick days
One personal day every year
Retirement options for hybrid pension/401(k) or 401(k) only with a 10% contribution
Medical coverage, including a 100% county paid premium option
Dental and Vision coverage, including coverage for adult designees
Health Savings account with a county contribution up to $1200/year
Flexible Spending Account
100% county-paid Long-Term Disability and Short-Term Disability option
Professional Development
Onsite medical clinic, and gym
Hospital insurance
Pet insurance
Auto and home insurance
Discounts at County facilities