Records Center Specialist

DIVISION: Administration

DEPARTMENT: MIS

UNION/GRADE: Unit 1/Grade 17

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BASIC PURPOSE:

Assists Librarian/Records Manager with records administration and support in order to ensure compliance with the Commonwealth of Massachusetts Public Records Retention law and Records Conservation Board schedule. Oversees the efficient, neat, safe and orderly handling, indexing and storage of all documents (electronic and paper) and geological samples. Follows all safety practices while lifting boxes, handling geological samples, and operating equipment.

SUPERVISION RECEIVED:

Works under the general supervision of the Librarian/Records Manager.

SUPERVISION EXERCISED:

Exercises direct supervision of any intern(s).

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Transport records between the MWRA facilities and the Records Center (Walpole) several times per week using a cargo van.
• Inspects records being sent to the Records Center to ensure index accurately reflects the contents and the record retention schedule series number is properly assigned.
• Catalogs records, enters information into the document control system (tracking database), labels boxes and transports the boxes to an assigned bay and shelf in the Records Center warehouse.
• Prepares documents and images for electronic storage which may involve scanning, indexing, naming, and filing in a manner the materials can be easily located.
• Uses the document control system to search, cross-reference, change and update document control records.
• Performs scheduled and ad-hoc retrieval services. Provide MWRA personnel with assistance in locating boxed documents and electronic filesand searching electronic database for records.
• Reproduces electronic copies of Records Center documents for MWRA staff, consultants or other MWRA departments via electronic and portable media (memory stick).
• Demonstrates self-service equipment such as engineering printers, plotters and microfilm machines to customers needing to use equipment during visit to Records Center.
• Assists customers with charging out (borrowing) records, logs the circulation record, and follows-up to ensure all borrowed materials are returned in a timely manner.
• Generates monthly report of records reaching their retention expiration period. Retrieves records for disposal or shredding after all approvals and paperwork have been submitted.
• Assists the Librarian/Records Manager in quarterly orientation sessions for Department Records Officers and Managers. Provides individual training and ongoing technical support of Department Records Officers.
• Ensures adequate amount of office supplies and storage boxes by monitoring levels and notifying Librarian/Records Manager when supplies need to be replenished.

SECONDARY DUTIES:

Perform related duties as required.

Assists with records retrieval and protection during a disaster or emergency.

MINIMUM QUALIFICATIONS:

Education and Experience:

• An Associate's degree in records management, liberal arts, business, or related field; and
• Three years of experience in records management, image management, warehousing, information management systems or similar field; or
• Any equivalent combination of education and/or experience.

Necessary Knowledge, Skills and Abilities:

• Working knowledge of MS Office Suite required. Knowledge of CD-ROM technology, on-line searching and HTML are preferred.
• Knowledge of Commonwealth's Public Records Retention law and Record Conservation Board schedule.
• Knowledge of the principles and practices of library and records services.
• Excellent analytical, interpersonal, written and oral communication skills.

SPECIAL REQUIREMENTS:

A Valid Massachusetts Class D driver's license.

TOOLS AND EQUIPMENT USED:

• Office machines as normally associated, with the use of telephone, personal computer including word processing and other software, copy and fax machine. Specialty printers, electronic scanners, microfiche readers, plotters, photo digitizers, laminators, and engineering copiers are also used.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required use hands to finger, handle, feel or operate objects, tools or controls, reach with hands and arms, climb or balance, and talk or hear. The employee frequently is required to sit, stand, stoop, kneel, crouch or crawl. The employee is occasionally required to walk, taste or smell.

The employee must frequently lift and/or move up to 40 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, and the ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee regularly works in an office environment.

While performing the duties of this job, the employee occasionally works in various field settings and in a warehouse environment. The noise level in the work environment is a moderately loud office setting.

Massachusetts Water Resources Authority (MWRA) is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, national or ethnic origin, age, religion, disability, sex or gender, sexual orientation, gender identity or expression, or veteran status.