1 Records Management Coordinator I JD 7 Oct 09
CITY OF SCHERTZ - JOB DESCRIPTION
Position Job Title: Records FLSA Status:
Management Coordinator I Revision Date: October 7, 2009
Department: Records Management Supersedes description
Division: (If applicable) dated: Records Management
Supervisor’s Title: City Secretary Specialist II dated
JOB SUMMARY: This is a mid-level, professional staff, full-time position in the
City’s Records Management Division. An individual in this position is
responsible for the coordination of an effective and efficient records
management system.
ESSENTIAL DUTIES AND RESPONSIBLITIES include the following. Other
duties may be assigned. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential functions.
• Manage and coordinate the City’s records management program.
• Coordinate and manage City-wide records management policy
concerning retention schedules and all records management
requirements according to the State Records Center – retention, storage
and annual disposition of records within all departments; update and
distribute the City records management manual.
• Maintain the Records Control Storage Room containing the permanent
records management control records for each department; assist and/or
train City departments to help efficiently maintain records in both paper
and electronic form.
• Provide professional and/or technical assistance in analyzing, developing
and maintaining the methods, procedures and staff relating to document
imaging process within the City’s public records.
• Create and implement an automated records management
system/process utilizing current software to aid and assist all City
departments.
• Train, manage and assist staff in document scanning/imaging process
and utilization of Laser Fiche software and system.
• Perform various administrative support activities.
• Perform other related duties as assigned.
• Subject to 24-hour recall.
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SUPERVISORY RESPONSIBILITIES (If supervisor position):
REQUIRED SKILLS, KNOWLEDGE AND ABILITIES (SKA'S) The requirements
listed below are representative of the skills, knowledge and abilities required.
• Utilize a working knowledge of Laser Fiche software at all levels –
understanding the basic function and uses within the software
• Ability to train others in proper use of software and records management
procedures.
• Intermediate ability to read papers, periodicals, journals, manuals,
dictionaries, thesauruses and encyclopedias.
• Intermediate ability to deal with a system of real numbers; practical
application of fractions, percentages, ratios/proportions and management.
• Intermediate ability to write reports; prepare business letters, expositions
and summaries with proper format, punctuation, spelling and grammar.
• Light physical effort required to lift 20 lbs. occasionally.
• Must utilize independent judgment and decision making abilities as
necessary.
• Ability to perform multiple tasks simultaneously in a team environment
and with minimal supervision.
• Professional attitude, tact and courtesy necessary to deal with internal
and external customers.
MINIMUM EXPERIENCE AND TRAINING:
A minimum of one to three years relevant professional experience is required.
Above average MS Excel skills needed. An Associate’s degree from an
accredited college, technical, business, vocational or correspondence school in
office management, administration or closely related field is desired.
May consider an equivalent combination of education, training and/or
experience.
EDUCATION:
High School Diploma or General Education Development Certificate required.
CERTIFICATIONS, LICENSES, REGISTRATIONS:
Must have a class C drivers license.
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EQUIPMENT AND MATERIALS:
Knowledge of computer, scanner, MBX phone system, and filing systems.
WORK ENVIRONMENT: The work environment characteristics described here
are representative of those an employee encounters while performing the
essential functions of the job.
The work environment is an air-conditioned office with some out side work
required.
PHYSICAL DEMANDS:
See attached JOB PHYSICAL REQUIREMENTS
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CITY OF SCHERTZ
JOB PHYSICAL REQUIREMENTS
POSITION JOB TITLE: Records Management Coordinator I
DEPARTMENT: Records Management
REQUIREMENTS NONE AT THIS OCCASIONALLY FREQUENTLY CONTINUOUSLY
TIME (0% - 30%) 31% - 60%) (61% - 100%)
LIFTING OR
CARRYING
0-10 lbs
11-25 lbs
26-50 lbs
51-100 lbs
100 + lbs
PUSHING OR
PULLING
0-10 lbs
11-25 lbs
26-50 lbs
51-100 lbs
100 + lbs
BODY POSITIONS
Standing
Walking
Running
Work on
irregular
surfaces
Sitting
BODILY
MOVEMENTS:
Bending/
Stooping
Squatting
Twisting
Reaching
Above:
Shoulders
Crawling
Kneeling
CLIMBING:
Stairs
Ladders
Ramps
Scaffolds
Rough Terrain
Utility Poles
WORK AT
ELEVATIONS
Up to 4 ft.
4 ft. - 12 ft.
Greater than
12 ft
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CITY OF SCHERTZ
JOB PHYSICAL REQUIREMENTS
POSITION JOB TITLE: Records Management Coordinator I
DEPARTMENT: City Secretary
JOB-SPECIFIC HEARING REQUIREMENTS:
Normal hearing without or with a corrective device.
JOB-SPECIFIC SIGHT REQUIREMENTS:
Normal sight 20/20 with or without corrective lenses.
JOB-SPECIFIC COMMUNICATIONS REQUIREMENTS (Written and Oral):
Be able to provide and receive written and oral communication within
normal limits.
OTHER PHYSICAL JOB-SPECIFIC REQUIREMENTS
(Fingers, Feet, Arms, Legs):
Use of fingers, feet, arms, and legs, with or without devices.
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