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Job Description

RECORDS IMAGING SPECIALIST

JOB CODE 01100

Effective Date:	08/99A

DISTINGUISHING FEATURES OF THE CLASS:

The fundamental reason this classification exists is to perform difficult and skilled technical clerical work involving indexing, filing, retrieving, and storing records for a computerized central records system, or to translate City produced documents to Braille and to produce the documents in Braille. Duties include training Records personnel in indexing methods and the use of system equipment. Work is performed independently under the general direction of the Administrative Assistant II. Performance is evaluated through supervisory observation of the production volume and accuracy of work produced. The overall responsibility for system-wide quality, the emphasis on technical system requirements, and the access to a higher-level security clearance distinguish this class from the class of Records Clerk II.

ESSENTIAL FUNCTIONS:
Records Option:

• Participates in maintaining the City Clerk Department's computerized Records Imaging System, and in the retrieval and storage of Citywide documents for the Official Records Section;
• Reviews the computerized imaging indexes of documents to ensure accuracy and conformance to accepted standards and quality for the Records Imaging System;
• Analyzes the subject matter of documents to ensure accurate indexing for the Records Imaging System;
• Approves the quality and accuracy of records stored in the Records Imaging System;
• Performs image manipulation functions for the Records Imaging System;
• Instructs Records personnel in use of and in indexing methods for the Records Imaging System;
• Certifies affidavits of publication, election materials, document filing, sealing, and recording for the Official Records Section;
• Develops standards and procedures relating to the operation of the Records Imaging Section;
• Directs the conversion of historical documents into the Records Imaging System;
• Notarizes documents for the Official Records Section;
• Researches City Code books;
• Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.

Braille Document Processing Option:

• Receives and processes requests for Braille translation of City documents from City staff and from the public;
• Translates City documents to Braille and produces the documents in Braille;
• Translates graphical, tabled or other visual layout presentations into text form;
• Establishes Braille translation, production and proofreading procedures;
• Participates in the ongoing development of new Braille services and Braille related services;
• Estimates project timelines and communicates these to the customer;
• Operates all Braille production hardware and software as well as a variety of office equipment for document production other than Braille;
• Stays current with new Braille technology and recommends hardware and software upgrades or enhancements;
• Makes presentations and produces documentation to market the available Braille services;
• Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.

Required Knowledge, Skills and Abilities:

Knowledge of:

• Policies and procedures used in establishing, maintaining and controlling an extensive computerized records system.
• Microfilming practices and procedures.
• Records management principles and practices.
• Various official records maintained by the City of Phoenix.
• Braille translation processes including Braille formatting and Braille proofreading to ensure quality products;
• Literary and computer Braille codes;
• Grade II Braille;
• Windows based Braille translation software and hardware;
• Windows based word processing software;
• Optical Character Recognition (OCR) and Scanning principles.

Ability to:

• Communicate in the English language with other City employees, the public and vendors in a face-to-face one-on-one setting, a group setting or by telephone.
• Comprehend and make inferences from material written in the English language.
• Enter data or information into a computer terminal, PC, or other keyboard device.
• Learn job related work primarily through observation, and oral and written instructions given in the English language. This learning takes place mainly in an on-the-job training setting.
• Work cooperatively with other City employees and the public.
• Coordinate the movement of more than one limb simultaneously.
• Sit or stand repeatedly or continually over time in performance of work.
• Operate a variety of standard office equipment requiring continuous or repetitive arm-hand-eye movements.
• Work independently within established procedures and policies.
• Make basic arithmetic calculations for recording data.
• Produce written documents or reports in the English language reflecting organized thoughts using proper sentence construction, punctuation, and grammar.
• Analyze, classify, index, and cross-index a large variety of detailed records.
• Interpret and make decisions in accordance with laws, regulations, and established policies.
• Monitor the work of Records Clerks for consistent indexing practices.
• Work under pressure to meet deadlines.
• Work safely without presenting a direct threat to self or others.

Additional Requirements:

• Some positions will require the performance of other essential and marginal functions depending upon work location, assignment, or shift.

ACCEPTABLE EXPERIENCE AND TRAINING:
Three years of records imaging experience in a large, centralized office, including at least one year of experience working with a computerized indexing system, or three years of experience in a Braille production environment using Windows based Braille translation software and hardware and Microsoft Office 95 or higher products. Library of Congress Certification in Braille Translation is preferred. Other combinations of education and experience that meet the minimum requirements may be substituted.