Records Management Officer BORM ( 20017928)
About The Position
The Records Management Officer BORM is responsible for managing the system for records retention and disposal, including preparing, pulling, scanning, and indexing inmate master records using document imaging software (Onbase). This role involves responding to public inquiries and requests from DRC/DPCS staff, preparing various documents such as correspondence, exemplification documents, and certificates of inmate status. The officer will operate and maintain microfilm and scanning equipment, inspect the quality of the final product, and perform routine maintenance. Daily tasks include verifying and researching inmate incarceration information using computer systems like RWARE and INTRA. The position may also involve leading clerical employees in records maintenance, training staff on procedures, establishing due dates for requests, assisting staff with equipment problems, and handling telephone, fax, and in-person inquiries related to printing, OnBase, or microfilm. Additionally, the role includes managing incoming and outgoing mail, explaining procedures, answering questions, inventorying and ordering supplies, and performing other general clerical duties as assigned by a supervisor.
Requirements
- Formal education in English & arithmetic that includes reading & writing common vocabulary & fractions, decimals & percentages
- 1 course or 3 months experience in records management
- 1 course or 3 months experience in public relations or business communications with emphasis on writing letters & oral communication
- Job Skills: Records Management
Responsibilities
- Manage system for records retention and disposal
- Prepare files and documents for scanning
- Pull and scan inmate master records in response to public inquiries and requests from DRC/DPCS staff
- Index documents stored on document imaging software (Onbase)
- Prepares correspondence and records in response to public record requests
- Prepare exemplification documents and certificate of inmate status
- Operate microfilm equipment (e.g., paper converter, viewer, photocopier)
- Operate scanning equipment
- Inspects final product to assess quality, refills and replaces supplies in machines and clean adjust and performs routine maintenance on equipment
- Responsible for working with service representatives on repairs of equipment
- Verifies and researches inmate incarceration information on computers daily including use of RWARE, INTRA to locate and track file locations
- May function as lead worker over clerical employees involved in records maintenance activities
- Trains staff on procedures for maintenance and storage of records
- Establishes due dates in responding to requests
- Assist staff in resolving problems regarding equipment
- Assists staff in responding to telephone calls, faxes and in-person inquiries from employees regarding printing, OnBase, or microfilm requests
- Handles ingoing and outgoing mail
- Explains procedures and answers questions
- Inventories, orders, supplies and stocks shelves
- Performs other general clerical duties as assigned/directed by supervisor or designee
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
Number of Employees
5,001-10,000 employees
