Records Assistant I - Montgomery County : Job Details

Under general supervision from supervisor or manager, performs document imaging to store original format into records management system format, verifies accuracy and makes corrections. Greet, effectively communicate, and provide assistance and information to the public. Requires a working knowledge of computer programs and office skills.

• Maintain the Montgomery County Department of Job & Family Services (MCDJFS) Public Assistance Records Room document management systems; prepare and process case documents in paper and electronic formats to maintain the case record.
• Sort and collate data and documents, enter case record information into computer software, scan hard copies of case documents using an Electronic Document Management System (EDMS) and imaging hardware, and retrieve data from other databases to verify accuracy with scanned copies.
• Index documents properly in the EDMS; assist agency staff, partners, and customers by processing specialized document requests and scanning submitted case documents; handle mail counting, sorting, and opening; fulfill attorney requests and in/out of county transfers of cases; complete special records tasks.

• Maintain the MCDJFS Child Support Enforcement Agency (CSEA) records filing system; prepare case records in paper format for scanning; sort and collate data and documents and enter case record information into computer software (e.g., SETS, records tracking databases, and OnBase/EDMS).
• Scan hard copy case records using OnBase; retrieve data to verify accuracy and index documents properly in OnBase.
• Retrieve documents from other areas for processing; assist staff, partners, and customers with case record and microfiche retrievals; provide guidance on using microfilm equipment for reading/printing documents; perform mail handling and other related tasks; assist with facilitation of in/out of county transfers of cases in SETS and case documents in OnBase.

Use of Microsoft Excel to maintain ongoing production statistics and metrics according to Records Room policies; participate in record retention and disposition based on agency, state and/or federal policies and procedures (e.g., preparing items for disposal in agency shred bins).

(Performs Related Duties as Required) Performs clerical tasks in support of Records Room operations: answers phones; retrieves documents for staff and customers at the customer window; checks in and logs materials; sorts mail for new cases; prepares statistical reports within established reporting periods; provides training assistance to new Records Room staff, summer students, and/or temporary workers.

Experience with confidential records processing and maintenance preferred. High School diploma or equivalent (GED) required; supplemented with courses in keyboarding and Microsoft Excel and Word with demonstrated experience in office practices, including MS Excel. Ability to use automated equipment; enter data on a computer according to pre-established standards. Any combination of training and work experience indicating possession of the skills, knowledge, and abilities listed in the job duties. OR alternative, equivalent evidence of the Minimum Class Requirements.

Driving Requirement: Must have valid driver's license with acceptable driving record.

Training Requirement: Required

Probationary Period: 180 days