Records Management Specialist - York County Government

Start Date: May 07, 2024 | End Date: November 03, 2024
County: York County
Job Type: Other

Records Management Specialist

Status:                    Full-time

FLSA:                    Non-Exempt ($25 Hour)

Annual Salary:       $52,000

Union:                    Non-Union

Reports to:             Deputy County Manager and/or Designee                             

JOB SUMMARY

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class.  Specifications are not intended to reflect all duties performed within the job.

SUPERVISION RECEIVED AND EXERCISED

Works under the general supervisor of the Deputy County Manager and his/her designee who provides guidance on conformance with established rules, regulations, and state laws.

ESSENTIAL DUTIES

1. Assist with the development and implementation of a county record classification, retention, and disposal process.
2. Create a survey of active records and record keeping practices across all county departments.
3. Establish records management procedures and schedules based on Maine State Archives local government recommendations.
4. Draft regulations for records management including procedures for digitalizing and storage of modern and historical county records.
5. Process and organize incoming records promptly.
6. Audit records or assist an auditor in doing so.
7. Classify, code, process, store, retrieve, and preserve or destroy records.
8. Access specific records for other members of the county and/or public as needed.
9. Assist county employees and the public with the use of research and archival equipment as needed.
10. Provide guidance to county departments for maintaining an organized inventory, directory, or index of all active records.
11. Digitize archival records with the appropriate software and technology.
12. Assist with the care, organization and storage of the archival records of the county commissioners.
13. Compile reports on activities within the records management system.
14. Training of county employees, department leaders, and the public on the retrieval of county documents, the use of county equipment.
15. Maintain privacy and confidentiality by securing records appropriately.
16. Keep up to date with the county disaster recovery plan for essential documents.

KNOWLEDGE, SKILLS, and ABILITIES

• This position requires effective oral and written communication skills, excellent interpersonal skills, and intermediate to advanced computer literacy.
• Must be able to work independently with minimal supervision.
• Ability to gather data and make judgements.

• Adheres to County Government Policy and Procedures. 
• Performs duties as workload necessitates. 
• Demonstrates flexible and efficient time management and ability to prioritize workload. 
• Meets County Government productivity and quality standards. 
• Ability to utilize technology to accomplish assigned tasks. (IQS, Kronos, Microsoft Office Suite).
• Ability to assist with the implementation of any new related records management system.

NECESSARY SPECIAL REQUIREMENT(S)

• Must be 18 years of age or older.
• High school graduate or equivalent required.
• Advanced degree in information records management preferred. OR completion of an associate degree or higher may be considered. Experience in the records management field may be considered in lieu of education.
• A minimum of two years’ experience working directly in the records retention or document preservation field.
• Must successfully pass a pre-employment background check, and reference check.
• Must be able to provide proof us U.S. citizenship or legal right to work in the United States.
• Possess good customer service skills, and a professional and courteous demeanor.

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by the employee to successfully perform the essential functions of the job.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

SUBMITTAL INSTRUCTIONS

All external candidates must submit a county application / resume and any list of certifications to:

York County Human Resources

ATTN: Linda Hutchins-Corliss

Deputy County Manager / Human Resources Director

45 Kennebunk Road, Alfred, ME 04002

OR

Via Email to:

Linda Hutchins-Corliss,  Deputy County Manager / Director of Human Resources

lmcorliss@yorkcountymaine.gov

DEADLINE: This position will remain open until a qualified candidate is selected.

York County Government is an Equal Employment Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, or protected Veteran Status