Under immediate (I), general (II) supervision, performs records management support duties for a centralized records depository that provides official records to the public. Requires compliance with federal/state codes and statutes in the tracking, indexing, filing, classification coding, microfilming, storage, security, computer assisted retrieval and disposition of official records.
Persons in this series differ from others in the office assistant series in that the former focuses on the examination and indexing of legal, criminal or medical documents to determine acceptability for public recordation and proper classification assignment in accordance with uniform standards. The documents recorded and indexed (e.g., deeds, liens, licenses, registrations, filings, arrests, warrants, and charts) are recognized and transferable intrastate and/or interstate.
PAYROLL TITLES and APPROXIMATE SALARIES
Records Technician I: $15.03 to $21.00 per hour
Records Technician II: $16.95 to $23.70 per hour
Records Technician I – performs entry level routine records management support duties. Standards for taking action are clear with limited choice in deciding what is to be done beyond distinguishing between clearly discernible categories or circumstances and following directions for that category or circumstance. Documents examined are in substantially the same form, require the same kind of explanation, and deal with the same types of supporting documents. Incumbents in this classification may also perform a variety of clerical duties associated with one segment of the unit's operation while learning to apply specialized codes and statutes. If the position is allocated at a higher level, as an underfill, the employee may progress automatically to the Records Technician II level upon meeting the minimum qualification requirements and approval by the department. Please note, the current vacancy with the Ventura County Health Care Agency is for a position allocated at the Records Technician I level, and is not an underfill of a higher level.
Records Technician II – performs journey level technical work that is focused on examining a variety of materials for completeness, accuracy, and identification of subject matter (e.g., recordable documents, voter registrations, citations, and fingerprints), requiring knowledge of complex codes and statutes as well as operational procedures. Documents examined are in substantially different forms (e.g., recordable documents include grant deeds, deeds of trust, reconveyance, assignments, substitutions, lien notices, declarations of trust, etc.), governed under different statutory codes and requiring different types of recordation.
EDUCATIONAL INCENTIVE: some positions may be eligible for educational incentive of 2.5%, 3.5%, or 5% based on completion of an Associate's, Bachelor's, or Master's degree that is not required for the classification.
BILINGUAL INCENTIVE: Incumbents may also be eligible for bilingual incentive pay depending upon operational needs and certification skills.
VETERAN’S POINTS: Records Technician I is a trainee/entry level classification and veteran’s points may apply to eligible applicants.
Records Technician I/II is represented by the Service Employees International Union (SEIU) and is eligible for overtime compensation.
Open: November 18, 2021
Close: November 30, 2021
Examples Of Duties
Duties listed below are considered characteristic, but not all inclusive. Depth and breadth of assignments increase at each level and may include those reflected at the lower levels.
Records Technician I:
Receives and examines routine documents for completeness and accuracy; screens or records documents within clear guidelines and refers questionable documents to positions in a higher classification; prepares document files; receives monies and issues receipts for services according to standard agency policies.
Assists the public in filling out proper forms and explaining fees, rules and procedures either on the phone or over the counter.
Arranges a variety of materials alphabetically, numerically, decimally, or alphanumerically for easy access, preservation, filing, storage and retrieval.
Verifies, updates, enters and retrieves information from a manual and/or automated data management system with limited screen formats, program commands and transaction codes.
Performs other duties as assigned.
Records Technician II:
Receives and examines different types of documents for completeness, accuracy, conformity or validity; edits, corrects and records information according to uniform codes and guidelines; may affix seals and stamps to endorse or certify documents.
Searches and obtains information from a variety of files, records and information management systems, (e.g., Elections Information Management System, California Law Enforcement Teletype System, the National Crime Information System), in order to identify, verify, locate subject matter (e.g., signatures on petitions and affidavits, stolen vehicles), and forward assembled materials to higher state/federal officials for action.
Utilizes a variety of screen formats, program commands, transaction/ classification codes to enter, sort, and retrieve data (e.g., stolen vehicles, gun registrations, stolen property, wanted or missing persons) from data banks.
Assists the public and representatives from outside agencies in explaining rules and regulations, resolving complaints and problems, exercising tact and discretion, particularly in the release of confidential information.
Prepares special and periodic reports which involve compiling data from a number of sources.
Performs other duties as assigned.
These are entrance requirements to the exam process and assure neither continuance in the process nor placement on an eligible list.
EDUCATION, TRAINING, and EXPERIENCE
Some experience in the examination of official documents/ records which has led to the acquisition of the required knowledge and abilities. The required knowledge and abilities also can be obtained by:
Records Technician I:
No experience or training is required; however, applicants must demonstrate possession of requisite abilities.
Records Technician II:
One year of experience as a Records Technician I in the County of Ventura or an equivalent position with a comparable agency.
Knowledge, Skills, and Abilities:
Some to thorough knowledge (depending on level in the series) of: records management principles, practices and techniques; document types, forms, and recordation requirements; standard nomenclature, indices and classification systems used for recordation; functions, policies and procedures applicable to work assignments; laws, rules and regulation governing the record ability and retention of documents/records; database management systems and commands.
Ability to: understand, apply and explain laws regarding the release of information and documents; operate office equipment such as terminals, printers, microfilm reader, reproduction machines; perform simple mathematical calculations; deal tactfully and courteously with a wide range of individuals including stressful contacts with irate persons; work effectively within the constraints of specific deadlines and time frames; maintain confidentiality of restricted information; recognize deviations from accepted formats or codes.
Depending on assignments, incumbents may be required to work overtime, evenings, weekends and holidays as scheduled.
FINAL FILING DATE: Applications must be received by County of Ventura Human Resources in Ventura, California, no later than 5:00 p.m. on Tuesday, November 30, 2021.
To apply online, please refer to our web site at www.ventura.org/jobs. If you prefer to fill out a paper application form, please call (805) 654-5129 for application materials and submit them to County of Ventura Human Resources, 800 South Victoria Avenue, L-1970, Ventura, CA 93009.
Sufficient information must be provided under the Education/Work experience portion of the application and supplemental questionnaire to thoroughly and accurately demonstrate your qualifications in order to determine eligibility. A resume may be attached so supplement your responses in the above sections; however, it may not be substituted in lieu of the application.
NOTE: if presently permanently employed in another merit or civil service public agency/entity in the same or substantively similar position as is advertised, and if appointed to that position by successful performance in a merit or civil service style examination, then appointment by Lateral Transfer may be possible. If interested, please click here (Download PDF reader) for additional information.
SUPPLEMENTAL QUESTIONNAIRE – qualifying: All applicants are required to complete and submit the questionnaire for this exam AT THE TIME OF FILING. The supplemental questionnaire may be used throughout the exam process to assist in determining qualifications for the position. Failure to complete and submit the questionnaire may result in removal of the application from further consideration.
APPLICATION EVALUATION – qualifying: All applications will be reviewed to determine whether the stated requirements are met. Applicants meeting the stated requirements will be invited to continue to the next step in the examination process.
WRITTEN EXAMINATION – 100%: An un-proctored, internet-based job-related written examination will be conducted to evaluate participating candidates' knowledge of office practices, reading comprehension, forms completion, comparison, vocabulary, spelling, math, and filing. Candidates must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list.
Candidates successfully completing the examination process may be placed on an eligible list for a period of one (1) year. The eligible list established from this recruitment may be used to fill present and future regular, temporary, fixed-term, intermittent, and extra-help vacancies. There is currently one Regular Records Technician I vacancy with the Health Care Agency, VCMC Health Information Management department.
Note: If appointed at the lower level in a position allocated at a higher level, incumbent may be promoted to the higher level without further examination upon meeting the minimum requirements, demonstrating satisfactory performance, and in accordance with the business needs of the department.
BACKGROUND INVESTIGATION: A thorough pre-employment, post-offer background investigation with may include inquiry into past employment, education, criminal background information and driving record may be required for this position.
For further information about this recruitment, please contact Patty Booker by email at email@example.com or by telephone at (805) 477-5114.