Under the general supervision of an Operations and Management Consultant Manager, this position performs records management functions for the Division including archiving, retrieval, information requests, data correction, and retention schedules. Oversees and maintains the Laserfiche Electronic Data Management System (EDMS) and scanning equipment necessary for conversion of paper records into an electronic archive. This position requires independent judgment and initiative. The incumbent is expected to communicate (by phone or in person) in a courteous and professional manner at all times. This position is designated as a sensitive position and the position is required to maintain confidential information in accordance with the DOH and PBCHD Information Security Policy, Protocols and Procedures. Incumbent may be required to work before, during and/or beyond normal work hours or days in the event of an emergency.
Performs all technical aspects of Records Management for the Division. Reviews and indexes electronic records for storage in the Laserfiche Electronic Data Management System (EDMS). Converts paper or microfilmed files into electronic format using scanning equipment. Files are indexed by the operator via the computer system software into sections identified by the operator (as defined in the paper file) during the scanning process. Paper files are returned to file cabinet after process complete. On an as needed basis, the operator may be requested to retrieve electronic files from the database for viewing at the work station, or to be sent via email to another work station, or to print specific sections from the electronic files. Operator also responsible for maintaining the software whenever system is modified.
Coordinates, tracks, and compiles responses to EPH records requests. Assists staff with the retrieval of microfilm records. Conducts cleaning and light maintenance of equipment, requests outside maintenance or repair as necessary.
Ensures compliance with records retention rules by creating schedules, identifying and cataloguing existing records, and logging and initiating records storage or destruction requests.
May perform other clerical duties as assigned by supervisor including answering the telephone.
Employee will comply with the EPH Division's Essential Standards Policy by participating annually in two of the three standard activities:
Outreach, Suggestions, and/or Teamwork.
Knowledge, skills and abilities, including utilization of equipment, required for the position:
Other job-related requirements for this position:
Incumbent may be required to work before, during, and/or beyond normal work hours or days in the event of an emergency. Emergency duty required of the incumbent includes working in special needs or Red Cross shelters, or performing other emergency duties including, but not limit to, responses to or threats involving any disaster or threat of disaster, man-made or natural.