Clerical Technician 3 - Archives

Application Requirements In order to be considered for this position, applicants must successfully submit a completed application prior to the posting deadline. Applications submitted with incomplete or missing education and/or work experience sections will be considered incomplete and will not be reviewed. These applicants will be disqualified from consideration. The attachment of a resume to the application does not fulfill this requirement and will not prevent incomplete applications from being rejected. Education and work experience fields must be completed, regardless of the presence of an attached resume.

Once the posting closes, all applications will be reviewed. The information provided on the application will be utilized to determine whether or not each applicant meets the Minimum Requirements for this position as noted in the Job Description. We encourage all applicants to provide a comprehensive, concise history of their education, certification, licensing, and employment history. Please read the Minimum Requirements thoroughly and then demonstrate that you meet these requirements on your application.

For questions regarding this posting, please contact Sherry Christman, Human Resources Analyst at schristman@norcopa.gov or 610-829-6382.

Equal Employment Opportunities – It is the policy of Northampton County to provide equal employment opportunities (EEO) to all persons regardless of race, color, national origin, religion, sexual orientation, marital status, sex, gender identity, gender expression, age, genetic information, disability, or any other status protected by the Pennsylvania Human Relations Act, Title VII of the Civil Rights Act of 1964, the Age Discrimination in Employment Act (ADEA), and the Americans with Disabilities Act (ADA) and any other state, federal, or local law.

Job Description

GENERAL PURPOSE

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.SUPERVISION RECEIVED This position reports directly to the Archives Officer.SUPERVISION EXERCISED This position is not responsible for the supervision of other employees or functions. ESSENTIAL DUTIES OF THE POSITION 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.

REQUIRED MINIMUM QUALIFICATIONS

EDUCATION & EXPERIENCE – Completion of a high school, or general equivalency diploma; ANDAt least one (1) year of general clerical work experience in an office environment with proficiency in Microsoft Word and Excel; ANDRecords management experience in a medical, legal, or educational environment preferred; ANDAbility to perform physical aspects of job which include climbing ladders, lifting file boxes above head, and moving rows of shelving; ANDEmployees 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.KNOWLEDGE, SKILLS, AND ABILITIES 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.TOOLS AND EQUIPMENT 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.PHYSICAL DEMANDS 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. WORK ENVIRONMENT 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.SELECTION GUIDELINES 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.FLSA STATUS: FLSA NON-EXEMPT (ELIGIBLE FOR OVERTIME)

DESIGNATION: CAREER SERVICE

PAY GRADE: CR/GR15

UNION STATUS: AFSCME COURT-RELATED NON-PROFESSIONAL

Updated July 2023Benefits Full-time employees of the County of Northampton are afforded a package of benefits which includes the following:

Medical Insurance Vision and Prescription Dental Life Insurance Retirement

I. Medical Insurance Coverage begins for the employee the first of the month following full-time employment for employees and their eligible dependents. Cost to the employee to participate in the plans varies by the coverage selection and number of dependents; and may be subject to collective bargaining, if a union member. The employee may also elect to opt out of the County's medical insurance if proof of coverage through the spouse's employer is provided. Under this arrangement, the employee is provided with an annual $1,500.00 opt out payment.

II. Vision and Prescription Coverage begins for the employee the first of the month following full-time employment for employees and their eligible dependents. Copayments may vary, subject to collective bargaining, if a union member. Coverage under the vision plan varies and depends upon the employee's choice of doctor and frame selection.

III. Dental Coverage Coverage begins for the employee the first of the month following full-time employment for employees and their eligible dependents. Copayments may vary, subject to collective bargaining, if a union member.

IV. Life Insurance A life insurance policy is afforded to full-time employees beginning on the first day of employment, unless specified differently in a collective bargaining agreement. It remains in effect as long as the employee is actively employed and terminates upon resignation or retirement. $20,000 is afforded to all eligible employees.

V. Retirement All full-time employees and part-time employees working more than 1000 hours per year qualify for County of Northampton retirement benefits, in which employees must contribute 5% of their earnings, and employees may choose to add additional voluntary contributions, not to exceed an additional 10%. Additionally, employees may participate in an optional deferred compensation plan [457(b)] which may provide present tax advantages and future retirement savings. Such arrangements are made directly with the providers and the County will administer payroll deductions only.