Senior Records Clerk

Starting Wage Range: $24.60/hr. - $31.84/hr.

Job Summary:

Assists with the day-to-day operations of the Tribal records management program, including filing, data entry, document scanning, and record retrieval and storage. Assures the highest level of confidentiality of the information contained within the records. Provides supervision and ensures quality control.

Essential Functions:

• Files appropriate department documents.
• Uses alphabetical and numerical order filing system as appropriate.
• Logs and maintains office records.
• Enters data into Laserfiche operating system.
• Operates a scanner to enter documents into the operating system.
• Performs routine office procedures, including retrieving documents from other departments.
• Maintains confidentiality as a critical element of performance.
• Adheres to the Tribe’s records management policies.
• Adheres to records retention schedules and governmental record-keeping requirements for transferring active records to inactive archival storage, for determining what is converted to electronic document storage to reduce paper records, and for destroying unnecessary records.
• Assists in transporting boxes to be archived and disposal of obsolete files in accordance with established procedures.
• Performs inventory of all records in the building.
• Retrieves requested information or files.
• Assist with Laserfiche development, including workflows, quickfields, and forms for automatic content capture and processing.
• Provides Laserfiche technical support and guidance to other departments.
• Provides supervision of assigned staff including, but not limited to, establishing daily tasks and quality assurance.
• Performs a variety of other duties as assigned by supervisor.

Supervisory:

• Ensures the hiring, training, promoting, assigning, disciplining and discharging of employees are in accordance with Tribal Law, including without limitation, the Tribal Employment Rights Ordinance (TERO).
• Assures staff adherence to all policies and procedures, work, safety and administrative rule, Tribal Law and State Regulations.
• Serves as a mentor, as requested, for Tribal career development

Education, Experience, and Licenses:

• Requires High School Diploma or GED equivalency.
• Requires two (2) years’ of experience in records management and/or Laserfiche Document Imaging software.
• OR equivalent combination of education, training and experience. 

Driving Requirements:

• Must maintain a valid Oregon driver’s license or obtain one upon hire, qualify for the Tribe’s vehicle insurance, and provide proof of personal vehicle insurance.

Qualifications, Registrations, and Certifications:

• Obtain records management certification within two years of hire.
• Requires the ability to follow written and verbal instructions.
• Requires ability to follow rules of confidentiality and protection of sensitive documents and information policies.
• Requires ability to efficiently plan, schedule and accomplish a variety of activities and projects simultaneously and within appropriate time constraints.
• Must demonstrate the ability to type, use a ten key, and data entry with 90% accuracy rate.
• Requires ability to use a computer, relevant computer applications software packages and peripheral equipment. Knowledge of Microsoft products.
• Requires ability to establish and maintain effective work relationships and conduct communications in a professional and courteous manner.
• Ability to follow standard practices and procedures of the Tribe with minimal supervision.
• Knowledge of and sensitivity to Native American culture is required.

Environmental Factors and Conditions/Physical Requirements:

• Continually requires the ability to express or receive detailed information or important instructions through oral communication.
• Continually requires working with fingers rather than the whole hand or arm. Requires repetitive movement of wrists, hands and/or fingers. Often requires walking or moving about to accomplish tasks.
• Requires standing and/or sitting for sustained periods of time, raising objects from a lower to a higher position and/or moving objects horizontally.
• Occasionally requires lifting of up to 40 pounds, and transporting heavy boxes using a ladder.
• Occasionally requires transporting up to 150 pounds using a hand truck.
• Due to the nature of the interactions with other employees and the public we serve, employees may be required