Records Tech

City of Columbia•Columbia, SC

17h

About The Position

The Records Tech provides internal records services to city departments and divisions by maintaining record inventories and managing the receipt, storage, retrieval, imaging, tracking, retention, and disposal of records. The position prepares, scans, edits, indexes, quality-checks, files, and stores documents; fulfills retrieval and move requests; and processes records for destruction according to retention schedules. The role also operates microfilm/microfiche and other imaging equipment and software to create electronic files and archives, maintains related paperwork and tracking systems, and helps ensure compliance with city, state, and federal records policies and laws. The Records Tech handles internal and external requests, including public Freedom of Information Act requests as needed; prepares reports and correspondence; maintains files and logs; and assists the Records Supervisor with records maintenance, reporting, and compliance. The position handles confidential information, responds to telephone and customer inquiries, inspects equipment, follows safety procedures, and participates in training and special projects. It relies on instructions and established guidelines and typically works under a supervisor. The work is considered heavy. It involves walking or standing some of the time, recurring exertion of up to 50 pounds of force, routine keyboard operations, and physical activities including climbing, crouching, fingering, lifting, and pulling. The work environment has no known environmental hazards and is described as safe and secure, though requirements or demands may periodically be unpredictable.

Requirements

High school diploma or GED.
Two years of relevant prior experience.
Valid South Carolina Class D Driver’s License.
May be required to become a South Carolina Notary Public.
May be required to obtain and maintain NCIC certification.
Computer literacy and familiarity with Microsoft Windows, Microsoft Office (including Word, Excel, Access, and Outlook), and other records management software or systems.
Knowledge of copying, imaging, transcribing, entering or posting data, imaging quality measurement, and routing and tracking processes.
Ability to perform data entry, release, packaging, document preparation, and scanning tasks, including complex conversions using specialized, high-speed, or flatbed scanning equipment.
Ability to operate imaging equipment and software to create electronic files or archives.
Knowledge of spreadsheets, formulas, databases, data management and entry, and compiling data and preparing weekly and quarterly reports.
Strong attention to detail and accuracy, including meticulous document preparation, proofreading, and dissemination.
Ability to work at a computer workstation for extended periods and sustain a pace that meets production rates while producing quality work.
Ability to respond to internal and external customer requests, exchange information, and demonstrate telephone etiquette.
Ability to use office and warehouse equipment, including computers, high-speed scanners, fax machines, copiers, telephones, shelving, microfilm/fiche reader-printers, rotating file cabinets, ladders, hand trucks, box carts, and roll carts.
Ability to follow safety standards and comply with records management and employee policies and procedures at city, state, and federal levels.
Effective communication and interpersonal skills; ability to read, write, and communicate in English and understand instructions, regulations, policies, procedures, and work orders.
Ability to work under pressure on clerical, manual, or technical tasks; use procedures and independent judgment to resolve problems; adapt to changing needs; and multitask.
Ability to work with established procedures and rules while addressing frequent problems and resolutions, and to guide others with limited decisions affecting a few coworkers.

Responsibilities

Process incoming records and documents, including preparation, scanning, editing, indexing, quality control, filing, storage, and downloading scanned information; investigate and resolve discrepancies.
Process document retrieval orders by pulling and verifying items, completing service requests and logs, copying and dating materials, maintaining approved signatures, and distributing information.
Process internal moves of records media, investigate exceptions, and close requests.
Process record destructions by pulling and verifying media against retention schedules, preparing it for destruction, resolving exceptions, and closing work orders.
Research and resolve discrepancies and communicate difficult issues or problems to the administrator.
Prepare and process record center paperwork.
Assist the Records Supervisor with records maintenance, annual and quarterly reports, and compliance with city and state policies.
Type letters, memoranda, forms, orders, correspondence, and reports, and maintain filing systems.
Conduct Freedom of Information Act requests for the public as needed.
Pick up boxed files, prepare accurate labels, and store files in the records warehouse.
Compile information using computer systems and software applications; prepare and maintain files, logs, reports, and records.
Handle confidential information, including personnel paperwork and correspondence, and ensure compliance with applicable records laws and confidentiality requirements.
Answer telephones, relay messages, forward calls, answer questions, provide information, respond to customer concerns and requests, and receive service requests.
Inspect and maintain equipment, including scanners, terminals, ladders, and carts.
Observe safety procedures and report safety issues.
Participate in training, workshops, seminars, and meetings as required; assist with special projects and programs; perform other related duties as assigned.