This is specialized clerical and public contact work in the retrieval and furnishing of information from document records in a departmental or centralized records depository.

Employees in this class are primarily responsible for the retrieval of information, documents or complete records from various files in storage in response to requests from sources within and outside the County. Incumbents are responsible for exercising care in releasing information and files only to authorized persons and for withholding release in instances where court order or other action is required. Supervision is received from a technical superior who assists as problems arise in the locating and furnishing of information from records in storage.

ILLUSTRATIVE TASKS

Receives requests for records by fax, mail, telephone and the visiting public including County, state and federal officials, attorneys, abstract company executives, insurance companies and others; screens requests to assure persons are authorized to receive information and that confidential files can be released without court order.

Retrieves folders or loose documents from record cartons based on file number and nature of documents; refers to automated or manual records center listings as needed; prepares and inserts charge-out tickets and dispatches records or carries them to a reference room.

Assists attorneys and other members of the public with more difficult record searches; retrieves various folders to trace sequence of documents; locates misplaced or missing material; locates and groups related documents on particular cases or subject matter.

Provides information from medical, legal and other documents over the telephone; answers general telephone inquiries concerning the nature of semi-active and active records maintained in the depository or established procedures in use of the facility.

Assists superior in the preparation of inactive records for microfilming by arranging documents in appropriate sequence according to court proceedings or dates; assists in preparation of records for systematic destruction.

Refiles loose documents into cartons and assists in reshelving of records by moving cartons using lifts and ladders as needed.

Supervises operation of the records center in the absence of the immediate supervisor, as assigned.

Performs related work as required.

KNOWLEDGES, ABILITIES AND SKILLS

Knowledge of rules and regulations pertaining to the release of public records.

Knowledge of records center records management system, policies and procedures.

Knowledge of the content of records center active and semi-active records.

Knowledge of the sequence of material in legal, medical or other records in storage.

Knowledge of retention schedules for depository records.

Knowledge of public relations principles and techniques.

Ability to retrieve records from storage promptly and accurately.

Ability to retrieve appropriate documents in difficult record searches.

Ability to establish and and maintain effective working relationships with fellow employees, superiors and the public.

Ability to deal courteously, tactfully and effectively with the public and officials of various public and private organizations.

Ability to exercise care in the release of information from records in storage in accordance with established regulations.

Ability to work independently with a minimum of supervision.

Ability to operate lifts and ladders at heights up to sixteen feet.

REV 11-94