Under the direction of the Records Manager, the Records Specialist is responsible for completing various clerical and administrative tasks including typing, filing, answering phones, and mail distribution. In the absence of the Records Manager, the Records Specialist will serve as a lead for the Clerk Typist/Data Entry personnel within the unit. This position will also coordinate the quarterly SDMTS Board of Directors Safety and Security Committee meetings and the quarterly SDMTS Community Advisory Group meetings. This will include, but is not limited to scheduling, contacting members, preparing agendas, preparing and receiving presentations, and keeping minutes and other documentation of meetings. The Records Specialist will collect, record, and disseminate statistics for the MTS Citation Diversion Program. Essential duties include, but are not limited to, the following:

What a Records Specilist Does:
Essential Functions

• Coordinates the quarterly SDMTS Board of Directors Safety and Security Committee meetings and the quarterly SDMTS Community Advisory Group meetings.
• Serves as a lead for the Clerk Typist/Data Entry personnel within the unit in the absence of the Records Manager.
• Administers the e-Force reporting system and performs basic administrative functions.
• Assists the Records Manager with the tabulation, recording and data entry of crime and incident occurrences submitted in the form of crime/incident and arrest reports and assures the accuracy of this data for entry into the e-Force system.
• Assists the Records Manager with the review of data entry of all Code Compliance Inspector and contract security officer field reports to ensure conformance with MTS SOP.
• Correctly files both electronic and hard-copy documents.
• Prepares and sorts files alphabetically, numerically or by other pre-determined categories as needed.
• Operates standard office machines and completed general office tasks.
• Performs simple posting for purchasing or other records.

Duties May Include, But Are Not Limited To, The Following:

• Acts as receptionist, answering routine questions regarding non-technical activities and directs callers and/or visitors to the appropriate individual based upon the basis of their business request.
• Sorts and distributes mail.
• Performs other duties as assigned.

What MTS is Looking For:
Knowledge, Skills and Abilities

Knowledge of or ability to learn MTS policies and regulations; ability to read, understand and apply MTS policies, regulations; ability to write letters, memoranda and reports using clear, concise and grammatically correct English; ability to speak clearly, distinctly and effectively in person-to-person or small group situations using tact and diplomacy; ability to establish and maintain priorities in order to complete assignments by deadlines without detailed instructions; skill in verifying the accuracy and completeness of forms and reports; knowledge of Microsoft Word and Excel and the ability to learn and use other software that MTS might have or acquire.

Physical Requirements

The successful candidate must be able to fulfill the physical demands of the job such as walking, stooping, sitting, bending, reaching for overhead files and occasional lifting (must be able to lift up to 15 pounds). Must be able to operate a motor vehicle and perform tasks involving manual dexterity, such as use of a computer. Work will at times require more than 8 hours per day or an irregular work week to perform the essential duties of the position. Duties may be performed in a field environment, as well as in a secure office-type environment. May require travel to external locations and agencies.

Experience/Education/Certificates/License(s)

Must have at least three (3) or more years of experience in a responsible administrative position, preferably in public service. Analytical experience is highly desirable. Candidates must be able to pass the physical and any other related exams which are in effect at the time of application. Must possess and maintain a valid California driver's license.

GENERAL:
Must satisfactorily pass all applicable examinations including, but not limited to, a pre-employment physical, drug screen and background check.

SALARY GRADE:
#6 ($44,003 - $83,272)

• Hiring Range is usually mid-range & DOQ

DISCLAIMER: The above described job elements are intended to indicate the general nature and levels of work being performed by employees assigned to the job. They are not intended to be an exhaustive list of duties, responsibilities and skills required of employees so classified. Management retains the discretion to add to or change the duties of the position at any time.

Equal Opportunity Employer Minorities/Women/Protected Veterans/Disabled


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