Records and Imaging Technician

Community Development Department – Information Services Division

Full-Time, 12 Months

Non-Exempt, Pay Grade 9, VRS-Eligible, Benefits-Eligible

The Records and Imaging Technician Performs complex and specialized technical work in the management and preservation of County records. Work involves preparing records for scanning, indexing and classifying records by department guidelines. Performs daily scanning of plans and departmental documents. Performs quality control reviews, which may require correcting records to assure complete and accurate County archives for storage in the appropriate digital records repository. Operates scanning equipment, performs data entry and processes records for the computer-based imaging system. Assists Records Management Officer with Freedom of Information Act (FOIA) requests and file preparation for disposition, according to Library of Virginia guidelines. Performs basic Records Management duties to provide back-up assistance during Records Management Officer’s absence. Work is performed under the general supervision of the Records Management Officer, but requires independent performance, attention to detail, and good judgment in applying procedures and guidelines to records imaging and related activities.

KEY ATTRIBUTES OF OUR IDEAL CANDIDATE

• Is engaging, approachable, trusting, caring, motivated and respectful
• Places high importance on teamwork
• Demonstrates exceptional Emotional Intelligence with excellent communication skills
• Demonstrates fairness in all business matters, which may involve some conflict, which requires tact and diplomacy
• Can handle multiple, changing priorities and tasks, manages assignments through to completion with high attention to accuracy and detail
• Can make consistent judgments or interpretations while remaining dedicated to preserving the policies and procedures; someone honest and ethical

THE DEPARTMENT – DEPARTMENT OF COMMUNITY DEVELOPMENT

The Department of Community Development (CDD) mission is to create a vision for the future of Albemarle County through a proactive community planning effort that involves all stakeholders in a consensus building process and ensures that all new development reflects the community's vision. Community Development strives to achieve a future community of quality development, protected natural resources, vital business activity, and livable, walkable neighborhoods.

Information Services is comprised of staff that work closely with all divisions within Community Development to ensure department processes, policies, and procedures are current, coordinated, and effective for both staff and the general public.

EXPECTATIONS

Essential functions include, but are not limited to, the following:

• Prepares large quantities of land development and departmental files for image conversion to include organizing files, purging drafts/working papers, identifying document type, and preparing documents for scanning
• Operates various scanning/imaging devices, computers, printers, telephones, fax machines and copiers
• Uses assigned personal computers (PCs), scanners, software and databases to index documents being scanned to properly identify for storage in records repository (for fast, efficient retrieval of records)
• Performs quality assurance on scanned documents, to confirm that scanned documents are complete and legible, noting recognition of any digital problems and  making corrections as needed
• Organizes and maintains integrity and security of hardcopy records throughout the scanning, indexing and quality assurance process
• Prepares and organizes hardcopy records for appropriate storage after scanning
• Logs/tracks records scanned and stored in the digital repository, as well as hardcopy records filed appropriately
• Communicates well with staff to determine proper scanning and indexing of records
• Understands and effectively navigates various databases used for researching and locating files
• Understands and researches the Library of Virginia website for applicable retention schedules and required forms
• Assists with file management by reorganizing and labeling files as required
• Assists Records Management Officer with FOIA Requests and other duties
• Performs other duties as assigned

QUALIFICATIONS

Associates Degree and one year of imaging/office experience, and/or three years of experience working in an office environment using computers, scanning equipment and office software packages (including, but not limited to, imaging systems and databases); or an equivalent combination of training and experience. Records Management and/or Land Development experience/training is a plus. Must have excellent communication skills.

KNOWLEDGE, SKILLS, ABILITIES REQUIRED:

• Knowledge of Microsoft Office, Laserfiche and other imaging and database software
• Knowledge of general office procedures, including filing systems, scanning devices, computers, printers, telephones, fax machines and copiers
• Skilled in preparation of CDD records for image conversion
• Skilled in operation of scanning devices, computers and imaging software
• Skilled in accurate data entry for indexing scanned records
• Ability to sit and/or stand for long periods of time at a work station
• Ability to monitor equipment and supplies to ensure proper functionality
• Ability to provide quality assurance to verify accuracy of scanned records
• Ability to recognize records conversion problems and suggest corrective action
• Ability to prioritize work assignments with exceptional organizational skills
• Ability to pay close attention to detail, remaining focused on tasks to provide complete and accurate scanned records
• Ability to follow verbal and written instructions
• Ability to work independently and as part of a team
• Ability to establish and maintain effective working relationships with internal and external customers (County Staff and public)
• Ability to understand the importance of maintaining accurate, accessible County records as directed by the Library of Virginia
• Ability to assist the Records Management Officer with records and FOIA requests

PHYSICAL CONDITIONS AND NATURE OF WORK CONTACTS

Work is typically performed in the Imaging Center, located in the CDD Basement. Room temperature there tends to be slightly cooler than Central Operations (1st Floor). Requires the ability to stoop, bend and lift up to 30 pounds when transferring files to/from the Imaging Center. Requires the ability to stand or be seated at a computer/scanner for long periods of time and remain focused on task. Regular use of PC, keyboards, printers and scanners is necessary. Occasional operation of County vehicles to monitor off-site storage is involved. Regular contact is made with internal divisional staff and senior personnel at all levels of county government. Contacts are usually cordial and cooperative, but some instances require tact and diplomacy. The occasional need to perform urgent tasks to meet organizational deadlines is required.

THE HIRING SALARY RANGE: The hiring salary range for this position is $29,224 – 35,068 per year depending on qualifications, experience, and internal equity. The position also provides excellent benefits including 12 paid holidays, paid vacation and sick leave, health insurance options with employer contribution, employer-paid life insurance, VRS retirement, and continuing education/training opportunities. This is a full time, FLSA non-exempt position. Internal candidates will receive pay adjustments in accordance with Local Government Personnel Policy, §P-60.

DEADLINE FOR APPLICATIONS: Tuesday, July 4, 2017, 5:00 p.m. EST

Learn more about the County as a great place to live at: New Resident Guide

Learn more about Community Development at: Citizen’s Guide to Community Development

EEO/EOE