Under general supervision, performs supervisory and records management duties in the central records and mail section of the Department of Public Works; and does related or other work as required in accordance with Rule 3, Section 3, of the Civil Service Rules.
CLASS CHARACTERISTICS
An employee of this single position class is responsible for the establishment and maintenance of the Public Works central records and files and the supervision of the Public Works mail distribution system.
TYPICAL DUTIES
Converts division file system to central files in accordance with established system and schedule; maintains files of correspondence, reports, resolutions, contracts, leases, agreements and other documents.
Classifies and determines retention status of correspondence, reports, documents and other material in accordance with established indexing authority; cross references materials in accordance with indexing authority.
Maintains a department tickler file on action-pending projects, contracts, and other items; establishes priorities in routing materials to appropriate staff in a timely manner.
Revises indexing authority as required; updates index and cross-reference files; develops and maintains procedures for use of record system.
Plans, assigns, and supervises the pickup and delivery of inter-departmental and United States mail.
Advises departmental personnel in mailing methods and techniques.
Maintains various postal utilization records; provides postal cost information to department managers.
MINIMUM QUALIFICATIONS
Experience: Two years experience as an Office Assistant III in San Joaquin County.
OR
Experience: Two years of records management/maintenance work.
Substitution: One year of business training in an approved school or program which included records management training may be substituted for six months of the required experience.
KNOWLEDGE
Basic records management principles and techniques; procedures and techniques of mail distribution; methods and material for filing and records retention; postal laws and regulations; office practices and procedures; business English; principles of supervision and training.
ABILITY
Learn and apply a system for indexing, filing and merging a broad range of materials on various technical subjects; read job-related materials; plan and direct the work of others; establish and maintain effective working relationships with others. Position may require sitting, standing, fingering and manual dexterity, bending and stooping.
PHYSICAL/MENTAL REQUIREMENTS
San Joaquin County complies with the Americans with Disabilities Act (ADA) and, upon request, will consider reasonable accommodations to enable individuals with disabilities to perform essential job functions.
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