Records Center Clerk
An Overview The Records Center Clerk position supports the City of Alexandria’s records management program at the Archives and Records Center division, which is part of the Office of Historic Alexandria. The position reports to the Records Management Analyst and is
30 hours a week (part-time), Monday through Friday. The work involves accessioning boxes of records from City departments (requiring extensive cataloging and data entry), lifting and shelving and retrieving boxes of records and architectural plans using warehouse equipment (heavy-duty carts, rolling platform ladders, pallets, pallet jack, etc.), fulfilling records retrieval requests, digitizing records (scanning), processing records for destruction, and delivering/picking up files and boxes of records and related supplies (once a week). The position requires extensive contact with employees from other City departments and some contact with the public. The position also requires being able to apply state and local regulations governing records retention and records management. There will also be some work involving permanent, historic (archival) records.
What You Should Bring The ideal candidate will be highly organized and have excellent oral and written communication skills along with records management experience, the ability to produce accurate and detailed work, and experience using records management software for data entry and research and other computer skills, particularly for digitization and working with electronic records. The best candidate will also have experience working in either a records storage facility or warehouse-type environment as well as having worked with both non-permanent and historic (archival) records. Excellent customer service skills are needed as there is extensive contact with City employees outside the Archives and Records Center division, and some contact with the public. A valid driver’s license from the state of residence is required.
The Opportunity—Examples of Duties
- Assigns accession numbers to records to be stored at the Archives and Records Center
- Uses data from Records Transfer Lists to create records in records management system
- Creates Records Transfer Lists
- Scans records
- Retrieves boxes/files/documents, architectural plans, site plans, etc. from shelves
- Refiles boxes/files/documents, architectural plans, site plans, etc. on shelves
- Lifts and moves 30-lb. boxes of records and architectural and site plans using carts/ladders
- Uses pallet jack to move pallets holding records boxes to different holding areas
- Uses freight elevator to move boxes of records, etc. to different areas in the facility
- Creates labels for boxes and plans
- Updates records and conducts research using records management software program
- Uses Microsoft Office Suite and Adobe Acrobat
- Picks up/delivers boxes of records, files, plans, and supplies to City departments using van
- Processes outdated boxes of records for destruction
- Ensures the protection of all records stored at the facility
- Boxes records on occasion and wraps plans in Mylar
- Answer telephones and emails
- Helps supervise summer interns and volunteers
- Performs related work as required
About the Department The Archives and Records Center operates the City of Alexandria’s Archives and Records Management Program and is under the Office of Historic Alexandria. The Office of Historic Alexandria manages many of the City’s premier historic sites and is the department of City government charged with the conservation, interpretation, and promotion of these links to the past, bringing Alexandria’s varied and storied history to life. All the City-owned museums as well as Alexandria Archaeology are under the Office of Historic Alexandria.
At least one year of experience in responsible clerical work at the level of a Administrative Support I (GS-4), and completion of high school-level courses in bookkeeping, business arithmetic and English; or any equivalent combination of experience and training which provides the required knowledge, skills and abilities.
Two-year college degree. One year of experience performing records management duties and experience with alpha-numeric, etc. filing systems and data entry skills with a minimum typing speed of 35-45 WPM; one year of experience using records management software; experience with Microsoft Office Suite and Adobe Acrobat; at least one year or more of customer service experience and the ability to work well with others amicably. Ability to use typical office equipment and typical warehouse equipment (heavy-duty carts, ladders, pallets, and pallet jacks); Ability to lift boxes that weigh up to 35 lbs. throughout the day with or without accommodations.
Additional Requirements: Must be able to pass a City class to drive a City vehicle and possess a valid driver’s license from the state of residence.
