Under general supervision, assists in managing agency records by processing incoming information; sorts, classifies, scans and codes material for integration into electronic tracking systems or storage areas. Retrieves/references information for users. Maintains logs and indexes to provide status of information and accurate retrieval. Provides customer service to the public and agency staff including responding to public information requests.

Reviews and analyzes forms, documents and information created and received by agency staff and enters descriptive and other metadata into information systems.

Preprocesses documents for imaging; operate imaging equipment to create quality-level document images.

Performs file room maintenance, files, pulls files, shelves files, and prepares files for transfer to Record Storage.

Implements quality control procedures to ensure integrity of files, documents, electronic images and/or records metadata.

Processes incoming mail, opens envelope, stamps document with received date, affixes barcode, and scans document into the Enterprise Content Management System.

Responds to public information requests in writing:  accesses, compiles, gathers and issues requested records and information.  Prepares invoice for costs associated with public records requests. Provides oversight and assistance for public records reviews with requestors. Explains file review policies and procedures. Tracks requests utilizing Excel spreadsheet.

Explains policies, criteria, procedures, and processes pertinent to the program-administrative functions to agency employees, state and local officials, and the public to answer their inquiries and to facilitate proper application of these directives and processes.

Retrieves images and/or files for staff and public use.

Processes and receives records transferred to and from the State Records Center in accordance with established procedures. Maintains accurate tracking system of transfers.

Provides relief for the agency’s primary receptionist. Answers and directs incoming phone calls on agency’s primary phone lines. Provides information and communicates messages.

Reviews work activity data and examine results to recommend policy and/or procedure changes to improve operational effectiveness; proposes answers to questions or modifications to operational policies to facilitate responses/turnaround times.

Coursework/training in administrative/office support functions, procedures, and methods including the operation of personal computers and office equipment; or areas related to the programs and functions of the employing agency.

OR

Experience in customer service or public contact; or applying criteria/regulations; and/or performing administrative/office/secretarial support work including use of personal computers and office equipment

Other: Valid driver’s license or the ability to provide independent transportation.  Ability to lift up to 40 pounds.  Ability to climb, bend and stoop. Ability to sit at a computer for long periods of time.  Ability to maintain regular and reliable attendance. 

Knowledge of: filing procedures and techniques, alpha/numeric filing conventions, mail or distribution centers, databases, word processing software and spreadsheets and Record center operations; Strong reasoning, analytical, communication and organizational skills; strong computer skills including working knowledge of desktop office software.

Skills in: communicating with individuals prioritizing workloads; using analytical judgment to make decisions; Knowledge of filing procedures and techniques, alpha/numeric filing conventions, mail or distribution centers, databases, word processing software and spreadsheets and Record center operations; Strong reasoning, analytical, communication and organizational skills; strong computer skills including working knowledge of desktop office software.

Ability to: maintain files, including to interpret and apply records policy and filing techniques in a variety of situations; grasp of numerical, alphabetical and chronological sequencing; learn the organizational structure, mission, and activities of the agency; learn agency policies and procedures pertinent to the work assigned; communicate effectively with coworkers and the public in person and in writing - provide quality customer service to the public and agency staff in a fast-paced, team-centered atmosphere; handle multiple tasks simultaneously and work with limited supervision; work independently with limited supervision.