City of Las Vegas

About City of Las Vegas

Using technology, processes materials, documents and records into electronic document management systems; conducts records research; seals legal records, ensuring proper procedure is followed; retrieves and delivers records to requesting individuals; performs a variety of technical duties related to assigned area of responsibility. Supervision Received Receives general supervision from higher level supervisory and management staff. EXAMINATION PROCESS: A civil service examination will be conducted in accordance with the Civil Service Rules of the city of Las Vegas. The supplemental questions are the examination. Falsification of information may result in disqualification from a recruitment or removal from a City position. Additional information will not be accepted after the closing date.The supplemental questions are weighted 100% for placement on an eligible list, and must be worked on individually by the applicant only. The supplemental questions of all qualified applicants will be reviewed for placement on an eligible list. ELIGIBLE LIST: You must score 70% or higher on the examination to be placed on the eligible list. SELECTION PROCESS: Final candidate selection will include list placement and may include hiring interview (if applicable). Any individual offered employment will be required to pass a pre-employment drug test, complete background check, and may be required to demonstrate the ability to perform the physical requirements of the job. Some positions may require preliminary background checks. EXAMPLE OF DUTIES: Essential Functions: Provides records management services including preparation, scanning, reformatting, quality control and retrieval. Applies indexing and retrieval terminology according to established parameters. Inputs data and data elements and verifies accuracy of data entry according to procedures. Responds to inquiries from other city employees, City Council, legal professionals, other agencies and the general public in a courteous manner; provides information and requested records within the area of assignment; resolves problems and complaints in an efficient and timely manner. Maintains document storage databases using specialized imaging software applications and equipment. Maintains the confidentiality of information and records in compliance with applicable policies, procedures and regulations. Maintains physical files and records according to records retention policies and procedures. Coordinates the removal or destruction of records. Seals records according to court orders, general public requests, requests from other agencies, subpoena or other legal requests, following applicable procedures. Performs routine maintenance and cleaning of scanners for optimal operation of equipment; troubleshoots equipment errors and malfunctions. Researches and compiles information and data used to prepare reports. Compiles daily and monthly statistics for management. When Assigned to the City Clerk's Office Provides records management services on a city-wide basis, including adhering to all applicable retention schedules and local, state and federal regulations. Collects payment from the public for document imaging and records services according to established procedures. Balances daily cash transactions. Assists in archival operations, including determining value and sensitivity of records and preparing records for long-term preservation, and operating finding aids. Processes a wide variety of documents using a variety of imaging equipment and image capturing techniques. Assist with centralized records center operations, including implementing retention schedules and purging records, maintaining the records center database, shelving and retrieving records and servicing inquiries. Escort city staff in secure records center. Assists in developing and implementing procedures and work standards for document imaging processes and file management systems. Assists new employees with city document management and records systems. Prepares and maintains training materials. Provides guidance to less experienced users. When Assigned to Municipal Court Prepares document for City Attorney review and Judges' signatures. Process records research requests from criminal justice agencies, law enforcement and the general public. Ensures records retention and destruction schedules and regulations are followed, including managing closed criminal and traffic case files; oversees file storage and retrieval process. Processes, files and maintains a variety of legal documentation including traffic and criminal citations and files, pleas, summonses, appeals, warrants, motions, bonds, correspondence and request forms. Researches and verifies documents to ensure accuracy. Compiles daily and monthly statistics for management. Assists staff with records management business processes, policies and procedures. Reviews a variety of forms and other documentation for compliance with appropriate policy, procedure, ordinance, or law applicable to court-related records management functions. Researches various computerized data systems for information including criminal and other records for courts as requested. Participate in the development and drafting of unit procedures. Performs general clerical duties to support court operations including maintaining and ordering office supplies, copying, faxing and preparing certified documents upon request. Marginal Functions: Performs related duties and responsibilities as required. May perform general clerical work. MINIMUM REQUIREMENTS: Experience: Two years experience in electronic document or records processes or records management; OR One year experience in records handling as the primary assignment, or in a central file operation of a large company, public agency or large work unit within an organization, plus one year of electronic records processing. Training: Equivalent to graduation from high school. License or Certificate: As a condition of continued employment, must obtain applicable level of National Criminal Justice Information System (NCJIS) certification and/or training within 3 months of the date of appointment and maintain proficiency as needed. Possession of Electronic Records Management Practitioner certification from the Association for Information and Image Management (AIIM) is desirable. KNOWLEDGE, SKILLS, AND ABILITIES: Knowledge of: Electronic document imaging software. Specialized electronic document imaging equipment. Related computer equipment and alphabetic and numeric data entry equipment and its uses in electronic document management. Microfilm equipment and processes. Principles of data communication standards and implementation. The capabilities of imaging equipment and software related to quality control. Pertinent federal, state and local laws, codes and regulations. Applicable records retention schedules. Customer service techniques. Record keeping principles and practices. The location and organization of the assigned work unit's documents and files. The operations and documentation of the assigned work unit. City policies and procedures applicable to public records. Modern office practices, procedures, methods and computer equipment. Personal computer operations and common office software including word processing, spreadsheet, email and other related applications at an intermediate level. When assigned to the City Clerk's Office: Records management principles applicable to all types of records, departments and disciplines; a wide variety of records retention schedules and regulations covering all departments; multiple image capturing techniques. When assigned to Municipal Court: Court case management computer systems; basic report preparation techniques; information research techniques. Skills in: Operating a variety of modern office equipment, including computers. Interpreting, applying and explaining applicable city and department policies, guidelines and procedures. Applying and explaining applicable local, state and federal laws and regulations. Performing competently in the use of spreadsheet, email and other applicable software applications. Operating electronic document imaging equipment. Locating and organizing the work unit's documents and files. Basic principles of data communication standards and implementation. Using capabilities of imaging equipment and software related to quality control. Organizing assignments. Meeting deadlines. Setting and adjusting priorities in a rapidly changing environment. Exercising sound judgment and initiative within established guidelines. Maintaining filing systems, both alphabetic and numeric. Accurately sorting materials in alphabetic, numeric or chronological order. Using proper business English usage, including sentence structure, punctuation, spelling and grammar. Solving routine problems. Working with minimal supervision. Communicating clearly and concisely, both orally and in writing. Establishing and maintaining effective working relationships with those contacted in the course of work. When assigned to the City Clerk's Office: Operating a variety of records management equipment and storage formats; retrieving and filing records in a a file center, a records vault and a records warehouse. When assigned to Municipal Court: Preparing legal documentation; maintaining the confidentiality of information accessed; retrieving and filing records in a records warehouse. Competencies: Core Workforce Competencies Professionalism – Demonstrates core values by being honest, respectful and positive. Effective Communication – Expresses verbal and written thought in a clear and understandable manner. Customer Focus – Demonstrates genuine concern and satisfies external and/or internal customers based on the CLV core purpose and values. Adaptability – Able to effectively modify behavior to suit changing workforce demands. Problem Solving – Solves problems by considering all causes, solutions and outcomes. Productive Partnerships – Develops, maintains and strengthens partnerships with others. Technical and Safety Expertise – Possesses a depth of knowledge, skill and ability in a technical (job) area.

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