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Job Description
DESCRIPTION
Intro:
Join the Records Center & Archives Department and play a key role in preserving and modernizing access to county records. This position supports the daily workflow of imaging and digitization services that keep government information accurate, accessible, and secure for current and future use. Under general supervision, you will assist with all aspects of document digitization, including preparing records for scanning, indexing and importing electronic files, operating scanning equipment and software, and performing detailed quality assurance to ensure accuracy and consistency. You will also track projects and help maintain organized, reliable digital archives that support county operations and public access. The ideal candidate is detail-oriented, tech-comfortable, and highly organized, with strong focus and consistency in repetitive, quality-driven work. Success in this role requires patience, accuracy, dependability, and the ability to follow established procedures while managing multiple ongoing projects. If you take pride in precision work and enjoy helping transform paper records into accessible digital resources, this is an excellent opportunity to contribute to meaningful public service.
QUALIFICATIONS
Associate's degree in related field, or high school diploma and/or three to six months related experience and/or training; or equivalent combination of education and experience. Position requires technical knowledge of imaging and scanning. Proficiency in Microsoft Word, Excel and other related software. Ability to work independently in a quiet, secluded office environment. Must be able to stay focused while performing repetitive tasks. Must possess excellent organizational skills and attention to detail. Must be self-motivated and able to stay on task. Must be able to work well independently. Must be capable of passing a comprehensive pre-employment background investigation.
LICENSURE OR CERTIFICATION REQUIREMENTS
Must possess a valid Ohio driver's license and maintain insurability under the County's vehicle insurance policy; must be able to obtain Hyland Certification.
EQUIPMENT OPERATED
The following are examples only and are not intended to be all inclusive: Document scanner, oversized flatbed scanner, book scanner, blueprint scanner, personal computer, computer software (e.g., Microsoft Office, Outlook, other applicable computer software), printer, copy machine, calculator, fax machine, other standard business office equipment, motor vehicle.
INHERENTLY HAZARDOUS OR PHYSICALLY DEMANDING WORKING CONDITIONS
The employee has exposure to chemical compounds found in an office environment (e.g., toner, correction fluid, etc.); works in and around crowds; may have contact with emotional or distraught people; may be required to work irregular hours; occasionally required to stand, walk, stoop, kneel, crouch, or crawl on even and uneven surfaces; regularly required to lift and carry, 25 1bs. or less; regularly push or pull objects 150 lbs. or less.
Note:
In accordance with the U.S. Department of Labor physical demands strength ratings, this is considered sedentary work.
ESSENTIAL FUNCTIONS
(1) Scans, digitizes, and indexes records and files as directed by the Director. Proficient in using document scanner, flatbed scanner, book scanner, blueprint scanner, and all other scanners when necessary. Proficient in all software for various scanning equipment and ability to utilize all settings (2) Operates Records Center & Archives enterprise content management (ECM) solution for county records; responsible for converting paper and electronic records from one format to another and creates indexes for records. (3) Prepares documents, files, and books for imaging. Checks for proper order and completeness as instructed, creating targets needed for proper and consistent records identification. Assists Director with consultations, records transport, and updates and reviews digital imaging as required. (4) Quality control checks images after digitization and provides guidance for improvement to Director. Maintains accurate logs of all items imaged. Provides reports to Director as needed. (5) Handles information of a confidential and sensitive nature and must comply with departmental and county policies to ensure confidentiality. Provides special outreach and assistance to various county departments to assist with records management, storage, digitization, and disposition needs. (6) Learns and understands the applicable standards (such as American National Standards Institute (ANSI), Ohio Revised Code) and records management and archival practices pertaining to electronic records, digital conversion, and records retention/disposition procedures. Possesses an understanding of the Department's cataloguing and records management software, practices, policies, and procedures. (7) Follows all safety and health practices as stated in the Union County Personnel Policy Manual. Demonstrates regular and predictable attendance. Works collaboratively with others. (8) Promotes and maintains positive and effective working relationships and promotes good public relationships as a representative of Union County (9) Proficient knowledge of the following software applications: Microsoft 365; Nextimage software; Widetek Wide Format software; OnBase Document Management System.
OTHER DUTIES AND RESPONSIBILITIES
(10) Assists the County Records Manger & Archivist, including sorting, separating, and arranging records to create inventory lists; manages record requests submitted in person; assists public officials with public records requests; and has general knowledge of records management and archival standards. (11) Performs other related duties as assigned. (12) Attends all staff meetings as required; attends professional meetings, conference and training seminars relating to records digitization and information management as directed.
MINIMUM ACCEPTABLE CHARACTERISTICS
Knowledge of:
County, Departmental and Division goals and objectives; departmental practices and procedures; digitization requirements and technical procedures; archival standards for the production of digital images; legal descriptions, simple through complicated; government structure and process; public relations.
Skill in:
Data entry techniques; effective writing techniques; computer operation; use of modern office equipment.
Ability to:
Understand a system of procedures; interpret a variety of detailed instructions in written, oral, picture, or schedule form; arrange items in numerical, alphabetical, and subject order; deal with a variety of variables in a somewhat unfamiliar context; define problems, collect data, establish facts, and draw valid conclusions; maintain confidentiality of information; communicate effectively in oral and written form; copy material accurately; correct grammatical and spelling errors; develop and maintain effective working relationships with associates, supervisors, and general public; maintain complete and accurate records; operate computer, digital scanner; gather, collate and analyze data; prepare meaningful, concise and accurate reports; use proper research methods in gathering information.
