This is supervisory clerical and public contact work in a large departmental or centralized records depository.

Employees in this class are responsible for supervising a large departmental or central records depository storing official departmental records or records from various County departments and agencies. Emphasis of the work is on planning, coordinating and supervising work of a group of clerical employees engaged in receiving, shelving, retrieving, refiling, and disposing of records in accordance with established records management regulations and procedures. Additional duties include assisting various officials with inquiries on the retirement and storage of records, recommending changes in record retention schedules, and reviewing records for special purposes such as sequencing inactive records prior to microfilming or initial incorporation into the depository. Supervision is exercised over a staff of clerical subordinates engaged in various phases of records center operations. Supervision is received from an administrative superior who reviews work for effective customer service activities and supervision of the records center.

ILLUSTRATIVE TASKS

Plans, coordinates and supervises the work of clerical employees in a large departmental or central records depository engaged in receiving records for storage, shelving record containers, retrieving and refiling documents and records, and destroying records in accordance with retention schedules; reviews work in progress to assure prompt service to the public; assists employees in locating files as necessary.

Supervises employees engaged in microfilming permits, plans, records, reports and other documents.

Assists members of the public and various officials with more difficult record searches; issues copies of documents to authorized personnel.

Plans efficient utilization of storage space and supervises reshelving and repacking of containers; revises index listings of records as needed; updates filing systems and revises records center procedures; supervises the systematic destruction of records and signs destruction schedules.

Assists departmental employees or employees in other departments and agencies with inquiries concerning the records management system or related procedures; reviews retrieval requests to determine which records can be transferred to semi-active areas; recommends changes in retention schedules.

Assures that subpoenas for records are processed in a timely manner; testifies in court proceedings as records custodian.

Prepares report of center activities including number of customers assisted, records received, photocopies made, and fees collected.

Reviews and reorganizes records from County departments and agencies whose documents are initially entering the central records depository, as needed.

Makes recommendations regarding hiring, discipline and promotion of subordinates; authorizes leave and overtime; evaluates and rates employee performance.

Performs related work as required.

KNOWLEDGES, ABILITIES AND SKILLS

Considerable knowledge of the organization and operation of a large departmental or central records depository.

Considerable knowledge of records center records management systems, policies and procedures.

Considerable knowledge of the rules and regulations pertaining to the release of public records.

Considerable knowledge of the content of records center active and semi-active records.

Considerable knowledge of retention schedules for records depository records.

Knowledge of supervisory principles and practices.

Ability to effectively plan record center activities to maintain daily service to requesting parties.

Ability to supervise subordinates in a manner conducive to full performance and high morale.

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

Ability to efficiently plan and utilize storage space for the storage of a large volume of records.

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

REV 11-94