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Clerical Technician 3 - Archives

The Clerical Technician 3 – Archives position is responsible for performing administrative and professional work in the Archives Division of Court Services for the County of Northampton. This position assists in managing the day-to-day function of records management, performing tasks such as assisting in scheduling the moving of records and the proper storage, tracking, and destruction of Northampton County Government records. The individual in this position will also assist in researcher requests from County personnel and the public, and scanning of documents.

This position reports directly to the Archives Officer.  

This position is not responsible for the supervision of other employees or functions.    

Understands and enforces all rules and regulations involving legal retention and accessibility of records as per the Pennsylvania Historical and Museum Commission guidelines.
Educates representatives of other County departments regarding their file rooms, their specific archival records storage, and destruction procedures.
Responds to and manages record requests for both County offices, and the general public. 
Assists in scheduling the moving of records.
Processes records in records management software by entering, barcoding, and locating records as needed.
Processes, refiles, and interfiles records received from County offices, and the general public.
Handles certain aspects of records destruction, including marking correct records and ensuring records are disposed of in an accurate and legal manner.
Prepares and scans metadata and quality controls records for scanning.
Assists in the research room and with requests, as needed.
Reconciles the petty cash drawer on a daily basis.
Completes special Archives projects, as needed.
Answers telephones and receives visitors to office. Provides exceptional customer service by effectively communicating with visitors by telephone, email, or in person. Adequately resolve visitors’ issues, or directs visitors to appropriate staff able to provide assistance. 
Composes correspondence using Microsoft Office and Outlook, or any other necessary applications.
Processes all mailed correspondence received in the department; sorts and distributes to appropriate parties.
Participates in cross training as necessary in order to develop areas of specialization.

*An employee assigned to this title shall perform a majority, but may not perform all, of the duties listed in this job description. Conversely, minor level duties performed on the job may not be listed. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

EDUCATION & EXPERIENCE – Completion of a high school, or general equivalency diploma; AND
At least one (1) year of general clerical work experience in an office environment with proficiency in Microsoft Word and Excel; AND
Records management experience in a medical, legal, or educational environment preferred; AND
Ability to perform physical aspects of job which include climbing ladders, lifting file boxes above head, and moving rows of shelving; AND
Employees assigned to this title will be required to possess and maintain a valid and current motor vehicle operator’s license with an acceptable driving record. 

OTHER REQUIREMENTS - Applicants must be fully vaccinated against COVID-19, and present valid proof of vaccinated status, in order to be eligible for hire with the County of Northampton. According to the Center for Disease Control (CDC), people are considered fully vaccinated two (2) weeks after their second dose in a 2-dose series (such as Pfizer or Moderna vaccines) or two (2) weeks after a single-dose vaccine (such as Johnson & Johnson’s Janssen vaccine).
The County of Northampton will follow the Center for Disease Control (CDC) guidelines with regard to booster(s) and when individuals are considered fully vaccinated.

Knowledge of Northampton County Records History as it relates to Northampton County Records from 1752 to present day.
Knowledge of specific legal documents required to assist other County offices and the general public with record requests.
Knowledge of Northampton County and the municipalities that make up Northampton County.
Knowledge of over fifty (50) different filing systems located in Archives for thirty-five (35) different County offices.
Knowledge of computers and computer software, including proficiency with Microsoft Word and Excel. Ability to create and maintain Excel spreadsheets, and compose formal correspondence in Microsoft Word.
Excellent communication and interpersonal skills with the ability to listen effectively, respond appropriately and maintain mutual comfort level while relating to a diverse clientele, both verbally and in writing.
Excellent time management, prioritization, and multitasking skills, along with the ability to maintain sufficient flexibility to respond to immediate demands.
Ability to learn to utilize and achieve proficiency in the necessary software specific to the Archives Division.
Ability to establish and maintain filing and other recordkeeping systems.
Ability to preserve confidential and sensitive information as it pertains to all County legal requirements.
Ability to establish and maintain cooperative working relationships with County staff, other agencies, and the general public.
Ability to read, write, speak, understand, and communicate in English to perform the duties of this position.  
Ability to add, subtract, multiply and divide in order to perform the functions of the position.
Ability to physically navigate a football field length (100 feet) archive room which contains 162 rows of movable shelving. Archives shelving is 11 feet high from the floor to the top of a box on the uppermost shelf.
Ability to ascend and descend an industrial size (6 foot) ladder while carrying file boxes. 
Ability to lift packed file boxes to above-head height for placement on shelves, sometimes while standing on a 6 foot ladder.
Ability to lift packed file boxes from above-head height for removal from shelves, sometimes while standing on a 6 foot ladder.
Ability to operate a pallet jack, and various types of hand carts.
Ability to operate the County van to transport records and materials to and from County buildings.

Telephone, personal computer (including Microsoft Office applications and other specialized software), calculator, scanning equipment, copier/scanner/fax multifunctional device, and other office equipment; industrial ladder, pallet jack, and various types of handcarts.

While performing the duties of this job, the employee is frequently required to walk, stand, sit, talk or hear. The employee is occasionally required to use hands to finger, handle or feel objects, tools or controls; reach with hands and arms; climb or balance; and stoop or kneel.
The employee must frequently lift and/or move up to fifty (50) pounds and lift up to fifty (50) pounds to heights over ten (10) feet while standing on an industrial ladder. See specific abilities needed under Knowledge, Skills and Abilities section. These are a requirement of the position.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
The noise level in the work environment ranges from quiet to moderately noisy.

Formal application, rating of education and experience, interview, and reference check as well as job related tests may be required. 
The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Updated January 2023