Salt Lake City

  • PART TIME RECORDS ARCHIVE CLERK

    Requisition ID
    2018-3777
    Department
    ATTORNEY
    Minimum Salary
    USD $13.00/Hr.
    Maximum Salary
    USD $16.00/Hr.
    Post End Date
    9/24/2018
    Location
    US-UT-Salt Lake City
  • Overview

    Under the general direction of the City Recorder and in support of the City’s Assistant City Recorder (Records Specialist), performs records management and archive duties for the City’s Records Center and Archives. This is an hourly position, with no benefits.

     

    This position requires a basic understanding of manual and computerized records systems and the incumbent should be familiar with the concept of both paper and electronic records management. Requires independent thinking and exercise of independent judgment, correct spelling/grammar, writing skills, and ability to perform detail-oriented tasks all necessary with the overall records management function of the City Recorder‘s Office.

    Responsibilities

    • Process incoming records transfers at the Records Center. Receive records, verify contents with transfer sheet, ensure retention date, and enter appropriate accession information into the City’s Records Storage System, place boxes on shelves, and document transactions in the City’s Records Storage System.
    • Manages basic records tasks at the Records Center. Respond to requests by phone, email, or fax for files, records, or information and/or provide access for other departments to their records.  Document requests with an out card and retrieve files.  Utilize any manual or automated finding aids.  Re-file returned records, files, boxes, or interfile documents as needed.  Scanning of documents not located in the city’s records management database may be required often to provide immediate retrieval and access.
    • Assist the Records Specialist with the bi-annual destruction process, including identifying records, maintaining documentation, retrieving boxes from shelves, and loading records into destruction bin or loading area, and assistance in coordinating on-site shredding services.
    • Assist in public reference inquiries. Respond to and assist with reference questions from the public as assigned by the Records Specialist.  Perform basic indexing tasks and physical processing of records.  Perform any data entry as assigned.
    • Maintain physical security of records at all times by ensuring doors are locked and security systems are armed. Ensure intellectual security of records by following proper procedures for access.  Observe rules for preservation, care, and handling of records.  Perform special projects as assigned.
    • Maintain the Records Center and Archives dust free and clean.
    • Performs other duties as assigned.

    Qualifications

    • Graduation from high school plus two years’ experience related to records management, information management, business management, archives or history.
    • Proficiency in the use of computers for filing systems, word processing and/or spreadsheets, depending on departmental requirements.
    • Ability to effectively communicate orally and in writing. Demonstrated ability to write using correct punctuation, spelling and formatting.
    • Must be well organized, meticulous, and able to prioritize tasks and workload. Must be able to manage computerized filing systems.  Must be detail-oriented in tracking of records transfers, check-in, check-out, placement of boxes, and preparing boxes for disposal.
    • Must possess research and problem solving skills in order to research and manage data in computer system and in requests for hard copy documents.
    • Must be able to climb ladders, lift and transport 35-50 pound boxes, stand, walk, reach with hands and arms, kneel and crouch. Also, must have vision abilities that require close, distance, color and peripheral vision, depth perception and to adjust focus.
    • Must be able to effectively utilize typical office equipment and automated records management software or storage systems databases.

    DESIRED QUALIFICATIONS:

    • Working knowledge of Microsoft Office Professional products, i.e., Excel, Word, Access, Outlook. Also, working knowledge of an imaging system.  Good verbal and written communication skills.  Excellent customer service skills.  Ability to take directions and work independently.  Knowledge of records management and basic office filing desirable.

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