The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

Receives, reviews and files records and documents; enters records and documents into electronic content management systems; indexes records; prepares and scans documents or performs quality assurance checks ensuring that images meet established quality standards; searches, retrieves and prints copies of imaged documents upon request; sends and retrieves records from storage.

Reviews and determines appropriate indexing criteria for a wide variety of documents and records, including maps, engineering drawings, contracts, agreements, property records, agendas, ordinances, legal records and other documents; enters indexing codes and linkages into document management databases; researches and resolves difficult indexing issues and problems; ensures accurate linkage of documents to create comprehensive historical records and chains of events and for easy retrieval.

Using standard tools and queries, identifies and corrects document management system database problems and errors; locates and enters missing data and attributes, and corrects linkage errors and problems.

Conducts record searches with minimum criteria to find and retrieve requested documents and records for Agency staff and in response to Public Records Act requests; redacts confidential information prior to release; may act as Official Custodian of Records for the Agency.

Plans, organizes and conducts records management program analyses and/or special projects; identifies problems, determines analytical techniques and statistical and information-gathering processes and obtains necessary information and data; analyzes alternatives and makes recommendations; discusses findings with management; once approved, develops implementation plans, policies and procedures; may lead a project team or portion of a larger project.

Conducts or assists in records management training for Agency staff; advises department managers on legal requirements, standards and appropriate procedures for preserving, storing, retrieving, retaining and destroying records in accordance with established policies and procedures.

Stays abreast of emerging trends and advancements in records management including management of electronic data such as email, text and social media; participates in the implementation of new electronic document management systems, policies and standards.

May participate in professional group meetings.

Serves as a technical resource for other records management staff and may provide work guidance on a particular project or function; trains and mentors clerical staff members assigned to the unit.