DISTINGUISHING FEATURES OF THE CLASS: Work involves responsibility for planning, developing, implementing and supervising the operations of the County Records Center and Micrographic Bureau. Work is performed under general supervision of the Records Management Officer with considerable leeway allowed for the use of independent judgment in performing the daily operations of the Records Center. Supervision may be exercised over the work of a small number of subordinate employees. Performs related work as required.
TYPICAL WORK ACTIVITIES: (Illustrative only)
- Oversees day-to-day operations of the County Records Center and Micrographic Bureau;
- Oversees microfilming of documents and ensures that State Archives and Records Administration guidelines are followed;
- Assigns and oversees the work of a small number of subordinate employees;
- Implements procedures to ensure the safeguarding of all county, town and village records;
- Oversees the documentation and registration of all incoming records;
- Consults and advises agency heads regarding the proper transfer of permanent and inactive records which are required by law to be properly stored;
- Retrieves records stored in the Records Center upon request and arranges to have such records delivered to the requesting agency;
- Returns previously requested documents to their appropriate location;
- Files documents that were not previously filed in their appropriate locations;
- Reviews, prepares and supervises the disposition of records, including shredding and recycling;
- Maintains a computer records of all documents stored at the Records Center, including indexing, record series identification, retention times, destruction dates and storage box identification;
- Provides agencies with a computer printout listing their records stored at the Records Center;
- Produces periodic bills to non-County agencies utilizing the Records Center, in coordination with the county Finance Department;
- Orders and purchases supplies for the Records Center;
- Performs minor equipment maintenance duties;
- Prepares the yearly budget request for the Records Center and produces reports of Records Center activities, as needed;
- Consults and advises County departments and municipalities about records management;
- May oversee building maintenance and cleaning activities as appropriate;
- Performs a variety of related activities as required.
Typical Work Activities are intended only as illustrations of possible types of work that might be appropriately assigned to an incumbent of this title. Work activities that do not appear above are not excluded as appropriate work assignments, as long as they can be reasonably understood to be within the logical limits of the job.
FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS: Good knowledge of the principles and practices of records management; good knowledge of the New York State Records Retention and Disposition Schedules regulating records management; good knowledge of methods for organizing government documents efficiently and accurately; ability to use record keeping and database software; ability to communicate effectively, both orally and in writing; ability to assign and oversee the work of subordinates; ability to establish and maintain effective working relationships with a variety of individuals and organizations including public officials, department heads, and the general public; good judgment; initiative; detail oriented; tact and courtesy.
MINIMUM QUALIFICATIONS: Either
- Bachelor’s degree and two (2) years of full-time paid experience in an archive, library, records center, museum or government agency which substantially involved acquiring, referencing, filing and disposing of records; or
- Associate’s degree and four (4) years of full-time paid experience as described above; or
- Graduation from high school or possession of a comparable diploma and six (6) years of full-time paid experience as described above; or
- An equivalent combination of training and experience as defined in a), b) and c) above.
NOTE: Your degree must have been awarded by a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.S. Department of Education/U.S. Secretary of Education.
9/98; 11/00; 8/01; 1/09; 8/10