Records Management/Archives Specialist

JOB SUMMARY

Primary responsibility for assisting in the operation of the Records Center. This position will be responsible for assisting in operating the Records Center to help securely receive, store, and destroy records in various physical formats. This position will provide IT support to staff, help shape strategies, initiatives, and methodologies for digital archives and digital curation, and maintain and build web pages.

MINIMUM QUALIFICATIONS

Bachelor’s degree in a related field; OR an equivalent combination of four (4) years of education and related experience working in a records, archives, and IT setting.

Due to the nature of this position, the successful applicant must pass a required background check through fingerprinting and enrollment in the continuous RAP Back (Record of Arrest and Prosecution Back) program in accordance with current County Human Resources policy requirements.

ESSENTIAL FUNCTIONS

Records Management Functions:

• Assists with the development of workflows, tools, implementations, and standards governing the organization and care of digital materials.
• Supports IT Records Management and Archives staff, including troubleshooting and setting up computers and components.
• Performs assessments and develops recommendations for software tools and system functionality for staff.
• Performs in-house digitization project tasks, including post-digitization image processing, QC, and file transfer using various digitization workflow management tools.
• Monitors care for digital materials and/or coordinates physical storage, retrieval, and destruction of Salt Lake County government records under guidance and supervision.
• Coordinates, monitors, and carries out the physical assignment and/or relocation and shelving of records.
• Appraising, processing, and assigning retention schedules to records for incoming and on-site materials.
• Acts as a resource to provide information or determine the most effective way of meeting the needs of management, staff, or patrons.
• Maintains and/or creates files or record-keeping systems. Sorts, labels, files, and retrieves documents or other materials.
• Works in both office and records warehouse settings and requires the ability to lift 40-lb boxes, walk, sit, kneel, bend, and climb ladders. This position requires the ability to operate a forklift.

Archives Functions:

• Assists the Archive’s public reference desk, assisting the public and county agencies with research requests and monitoring the reading room as required by the Archives Program Manager.
• Retrieves data/records found in databases to generate request responses.
• Processes, creates finding aids, and digitizes historical records under the supervision of the Archives Manager.
• Maintains existing web pages and creates new pages under supervision.
• Other special projects as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES (KSA)

Knowledge of:

• Information technologies, including database systems
• National and international standards related to the unit (i.e., knowledge of records management and archival best practices and principles)
• Principles, theories, and best practices of archives management and records and information management
• Principles, theories, and best practices of applicable laws, regulations, and rules governing access and privacy regarding records, such as GRAMA, HIPAA, etc.
• Policies, procedures, standards, and guidelines governing records and information management
• New web page creation for Records Management and Archives, and improving existing pages
• Providing ongoing maintenance of assigned web pages using the county’s web design application

Skills and Abilities to:

• Use computers and related software, including Microsoft Office Suite and database management systems
• Analyze and problem-solve
• Provide effective customer service
• Effectively and respectfully communicate verbally, in writing, and interpersonally; concisely report solutions to internal and external contacts; demonstrate tact and diplomacy when communicating with individuals at all levels of the organization
• Demonstrate significant attention to detail and perform work with great accuracy
• Multitask and prioritize daily activities; remain organized while working on multiple, simultaneous projects
• Work effectively with others and work independently, as well as part of a collaborative team environment
• Lift 40 pounds, regularly climb ladders, and pull heavy volumes and boxes from tall shelves
• Become forklift operation certified
• Employ good active listening skills. Give full attention to what other people are saying, take time to understand the points being made, ask questions as appropriate, and do not interrupt at inappropriate times
• Use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems
• Understand the implications of new information for current and future problem-solving and decision-making
• Monitor and assess your performance and that of other individuals or organizations to make improvements or take corrective action
• Perceive and understand others' reactions

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS

Ability to lift 40 pounds of work-related materials and manipulate large volumes and boxes. Regularly climb ladders and pull heavy volumes and boxes from tall shelves. Risks are found in the typical office setting, which is adequately lit, heated, and ventilated, e.g., safe use of office equipment, avoiding trips and falls, observing fire regulations, etc.

IMPORTANT INFORMATION REGARDING THIS POSITION

Working at the Salt Lake County Records Center in West Valley City, Utah. There is no work-from-home option available.

Salt Lake County…A career with a purpose in the community you love!

Salt Lake County invites you to explore our exciting career opportunities. We seek highly enthusiastic individuals to enrich our County with your experience and talent. If you enjoy working in a team environment that is committed to changing the lives of its community, please keep reading.

What it is like to work here:

At Salt Lake County, our culture is woven into all aspects of our work and our employees’ lives, from the way we treat each other to the way we support the community.  To promote and foster a fun and healthy work environment, we appreciate employees through great benefits, a healthy work-life balance, and room to grow and develop.

Surround yourself with:

Peers who are motivated to make a difference in the lives of those we serve. We serve Salt Lake County and envision a safe and beautiful place for all to live work and have fun. Salt Lake County is about connecting people and championing our community.  Community is more than a place… It's our heart and service that bring us together.

We encourage a work-life balance:

Working for Salt Lake County is more than just a paycheck.  A career with Salt Lake County includes several benefits and perks.  We support our employees with 12 Holidays, up to 24 vacation days, 12 sick days, and one personal day every year. 

Additional Benefits include: 

• Retirement options for hybrid pension/401(k) or 401(k) only with a 10% contribution
• Medical coverage, including a 100% county paid premium option
• Dental and Vision coverage, including coverage for adult designees
• Health Savings account with a county contribution up to $1200/year, Flexible Spending Account
• 100% county-paid Long-Term Disability and Short-Term Disability option
• Professional Development
• Plus: Onsite medical clinic, and gym; hospital insurance, pet insurance, auto and home insurance, and discounts at County facilities.