This is advanced administrative work performing, planning and coordinating various supervisory and technical activities of the Personnel Records Unit, of the Employee Relations Department (ERD).

An employee in this classification is responsible for maintenance and quality assurance of personnel documents for all current and terminated County employees. 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. Duties and responsibilities include cross training staff and ensuring all unit goals and objectives are met for the Employee Relations Department's Electronic Document Management System (EDMS) backfilling project; supervising the daily retrieval of requested personnel files; providing assistance and direct contact with departmental representatives and members of the public requesting to view files. Considerable independent judgment and tact are required in dealing confidentially with County employees, senior executives and departmental staff. 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

Coordinates and oversees the Employee Relations Department's EDMS project including imaging all current documents, backfilling conversion project and Computer Output to Laser Disk (COLD) images. Prepares current and terminated employees' files for outside vendors. Coordinates and tracks delivery and quality assurance of the back file process with outside vendor. Receives completed files from vendor and verifies documents are logged in on a file tracking systems. Imports documents from CD's to FYI.

Supervises ERD Records Technicians engaged in scanning documents received by the Personnel Unit on a daily basis. Ensures documents scanned reflect an accurate, legible copy of the original source that will be eventually destroyed. Supervises audits in FYI of internally scanned records by records technicians. Makes appropriate changes in employee's files in FYI when errors are identified. Liaison between ITD and Identitech (scanning software provider) to identify and resolve scanning issue with in-house or outside scanning. Must assure integrity of all documents scanned by checking msb.files in CD's submitted by outside vendors.

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

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

Processes and delegates the completion of verifications of employment, subpoenas and microfiche requests. Assists numerous county departments in processing their requests.

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.

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

Provides adequate supervision, coverage and intervention for front desk assistance in dealing with irate or difficult customers.

Informs ITD and Identitech of technical issues affecting the quality and integrity of scanned files.

Coordinates directly with DPR to ensure privacy rights to view employee's department files.

Supervises preparation of documents sent to storage facilities.

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

Performs related work as required.