Nature of Work
This is responsible work assisting with the storage and preservation of important documents, records and archives for Maury County Government. Activities associated with the job include assisting with the retrieval and storage of records from Maury County offices, ensuring they are organized, cleaned and placed in proper order for future use, destroying documents and records in accordance with the regulations established by the Public Records Commission and state law and preparing records for microfilming and/or scanning. Additional activities include answering inquiries from the public and local officials about the availability of historical records and documents, assisting individuals with genealogical research and methods and providing tours of the Archives building when necessary. Incumbents also assist with some administrative and accounting activities when necessary. Job responsibilities require experience in organizing and storing important public records and other documents, good organizational, interpersonal and decision making skills, knowledge of state laws governing the storage and disposal of public records and sufficient strength and agility to perform the physically demanding aspects of the job. Job performance is evaluated by the Archives Director through review of the organization and storage of records and documents, ability to interact successfully with the public and local and state officials, knowledge of the regulations governing the storage and disposal of public records, level of administrative support provided for the department and level of support provided for county government operations.
Illustrative Examples of Work
-Assists with retrieving, organizing and storing public records and documents from various county offices upon request.
-Assists with ensuring that all records and other documents are properly identified, cleaned, organized, stored and indexed for future reference.
-Addresses inquiries from the public, local officials and public agencies pertaining to the availability and/or location of public records and documents.
-Delivers records and related documents to county government offices upon request.
-Prepares records and documents for microfilming and/or scanning prior to disposal or in the event the record and/or document is faded or damaged.
-Assists with ensuring the security and proper storage of all records and documents received by the Archives Department in accordance with established records management practices.
-Assists with establishing and maintaining a record retention schedule and maintaining a database of the Archives Department holdings and transactions.
-Remains current on new regulations and/or practices pertaining to the storage, retention and/or disposal of public records and related documents.
-Assists with performing a variety of administrative and accounting duties including ordering supplies, balancing the daily register and making deposits, assisting with purchasing activities, etc. when necessary.
-Assists individuals with genealogical research and methods, organization and location of documents, etc.
-Maintains contact with local and regional organizations involved in genealogical research, archives, and historical research including genealogical societies, colleges and universities, other county archives, etc. to provide and exchange information.
-Performs related duties as required.
Necessary Requirements of Work
Graduation from an accredited four year high school; experience working in public records management; considerable knowledge of generally accepted records management practices and state laws pertaining to the storage and disposal of public records; good organizational, interpersonal and decision making skills; some experience performing administrative and accounting functions; sufficient strength and agility to perform the physically demanding aspects of the job; or any equivalent combination of education and/or experience to provide the following knowledge, abilities and skills:
-Considerable knowledge of the uses, rules and regulations established by the Maury County Commission governing the storage, retention, release and disposal of public records and documents.
-Considerable knowledge of state laws governing the storage, retention, release and disposal of official public records.
-Considerable knowledge of the history of Maury County and surrounding region.
-Knowledge of the function and purpose of county governmental offices and departments including existing interrelationships.
-Considerable knowledge of available computer scanning and indexing systems and microfilming processes utilized for the duplication and retention of public records and documents.
-Considerable knowledge of the agencies, genealogical associations and other regional entities involved in the research, identification and review of public records and other historical documents.
-Knowledge of environmental conditions required to maintain documents and public records in an optimal manner including system components and available technologies.
-Knowledge of commonly accepted practices pertaining the storage, organization and disposal of public records and documents.
-Knowledge of commonly utilized administrative and accounting activities including the preparation of correspondence and memoranda, maintenance and organization of files, acceptable accounting and cash handling practices, etc.
-Ability to interact in a professional and effective manner with the public, local officials, attorneys, etc.
-Ability to make effective and informative presentations to the public including civic organizations, church groups, school groups, etc.
-Ability to consistently enforce policies and procedures to ensure the effective and efficient storage, retention, release and disposal of public records.
-Ability to prioritize job related activities in an efficient manner and meet established deadlines and reporting requirements.
-Ability to perform the physically demanding aspects of the job in a variety of weather conditions.
Necessary Special Requirements
-Possession of a valid Tennessee Driver's License and the ability to be insured at standard vehicle liability rates.
Physical Requirements
-This is light to medium work requiring moderate static, explosive, dynamic and trunk strength and requiring the exertion of up to 40 pounds of force occasionally and up to 10 pounds of force frequently to move objects
-Work requires considerable flexibility, mobility and speed of limb movement
-Work requires moderate effort and stamina
-Work requires both gross body equilibrium and coordination for balancing, bending, stooping, kneeling and walking
-Work requires arm/ hand steadiness and manual and finger dexterity
-Vocal communication is required for expressing or exchanging ideas by means of the spoken word
-Hearing is required to perceive information in both quiet and noisy environments and determine the direction of sounds
-Visual acuity is required for the inspection of small defects and/or small parts, use of measuring devices, operation of office equipment, determining the accuracy and t
