Records Retention and Surplus Manager

Vanessa Zimmerman- Director of Purchasing

The purpose of this classification is to perform clerical/general work functions associated with maintaining county records and surplus in a centralized storage facility.

• Prepare and administer records retention and disposal schedules for all county departments.

• Prepare and update records management policies and procedures as needed.

• Develop and issue necessary records management forms.

• Recognize, analyze and rectify record storage problems.

• Pick-up records from various county departments, ensuring that all records are properly boxed in an approved container.

• Receives and maintains official record transfer and receipt forms from departments.

• Assigns box location and physically locates box at records center.

• Pulls and properly destroys records when they reach their retention life.

• Retrieves files from storage upon request by departments.

• Retrieves files from storage upon request by the public.

• Must be able to file both alphabetically and numerically.

• Advises county personnel on proper records retention procedures.

• Maintains inventory of surplus property and assists with annual auction.

• Prepares routine forms and reports.

• Performs data entry functions by keying data into computer system; retrieves, reviews or modifies data in computer database; generates computerized reports.

• Receives various forms and other documentation; reviews, responds, forwards, maintains, and/or takes action as appropriate.

• Prepares departmental files; maintains file system of departmental records.

• Answers the telephone; provides information and assistance; takes and relays messages and/or directs calls to appropriate personnel; returns calls as necessary.

• Responds to routine requests for information or assistance from members of the staff, the public, or other individuals.

• May assign work and provide directions to other workers or inmates as required.

Performs other related duties as required.

Knowledge of departmental functions, organization, and policies; knowledge of professional standards and practices; ability to stay abreast of local, state, and federal rules, laws and regulations governing the maintenance and retention of records; knowledge of modern storeroom and inventory practices; knowledge of standard office practices and procedures; knowledge of filing and record keeping methods; knowledge of standard office equipment; and knowledge of basic computer applications and techniques.

Skill in operating standard office equipment; skill in data entry; and skill in utilizing various computer software programs relevant to the position.

Ability to understand departmental policies, procedures, rules and regulations; ability to maintain records through the application of sound records management practices; ability to organize work activities and establish priorities; ability to carry out projects with minimal supervision; ability to plan and supervise the work of others; ability to prepare accurate records and reports; ability to understand and follow detailed written and oral instructions; ability to communicate effectively both orally and in writing; ability to establish and maintain effective working relationships with employees and the general public; ability to perform required mathematical calculations; ability to operate standard office equipment; ability to perform data entry accurately with appropriate speed; ability to utilize various computer software programs relevant to the position; ability to operate a motor vehicle; and ability to safely lift and/or carry weights not to exceed 50 pounds.

High school diploma or GED required; two years of experience in records management or a related field; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.  Must possess and maintain a valid Georgia Driver's License.

PHYSICAL REQUIREMENTS:  Must be able to operate a variety of automated machinery and equipment including a motor vehicle, computer, printer, typewriter, calculator, shredder and telephone.  Physical demand requirements are at levels of those for light-to-medium duty work.

DATA COMPREHENSION:  Requires the ability to compare and/or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things which may include forms, reports, catalogs, and reference manuals.

INTERPERSONAL COMMUNICATION:  Requires the ability to speak with and/or signal people to convey or exchange records management information, including giving assignments and/or directions to co-workers or assistants as well as communicating with the general public.

LANGUAGE ABILITY:  Requires ability to read a variety of records management documentation, directions, instructions, and methods and procedures.  Requires the ability to complete forms and to write job related documentation and reports with proper format, punctuation, spelling and grammar, using all parts of speech.  Requires the ability to speak with and before others with poise, voice control, and confidence using correct English and well-modulated voice.

INTELLIGENCE:  Requires the ability to learn and understand basic records management practices and legislation;

the ability to learn and understand inventory control principles and techniques; to understand departmental policies and procedures; to make independent judgements in absence of supervision; and to acquire and be able to expound on knowledge of topics related to primary occupation.

VERBAL APTITUDE:  Requires the ability to record and deliver information, to explain procedures, and to follow verbal and written instructions.

NUMERICAL APTITUDE:  Requires the ability to add and subtract totals; multiply and divide totals; determine percentages; and determine time and weight.

FORM/SPATIAL APTITUDE:  Requires the ability to visually inspect items for proper length, width, and shape using job related equipment.

MOTOR COORDINATION:  Requires the ability to coordinate hands and eyes in using job related equipment and to operate motor vehicles.

MANUAL DEXTERITY:  Requires the ability to handle a variety of items, job related equipment, control knobs, switches, etc.  Must have the ability to use one hand for twisting motion or turning motion while coordinating other hand with different activities.  Must have average levels of eye/hand/foot coordination.

COLOR DIFFERENTIATION:  May require the ability to discern color.

INTERPERSONAL TEMPERAMENT:  Requires the ability to deal with and relate to people beyond giving and receiving instructions.  Must be able to adapt to and perform under minimal stress when confronted with an emergency.

PHYSICAL COMMUNICATION:  Requires the ability to talk, express, or exchange ideas by means of spoken words and/or hear and perceive nature of sounds by ear.