Legal Records Clerk jobs in New Mexico

Description

Under general direction, the personnel shall perform all records management duties and administrative support services.

The duties would include, but are not limited to performing tasks in functional areas such as correspondence processing, travel coordination, filing, data entry, records management, vehicle fleet management, and other related administrative tasks.  The personnel shall also perform provide key support to efficiently and effectively operate the central records library in addition to daily records management services when designated as a Records Management Coordinator in accordance with DOE/NNSA and NARA established guidance and/ or policies to include field office internal procedures. Ability to serve as Acting Task Manager/Supervisor and be available during core hours of operation on a daily basis.  Also able to support and perform duties of administrative personnel when necessary. In order to maintain an eight hour workday, the Task Manager and Records Manager should split coverage duties to ensure that the COR has a Key Personnel POC to discuss issues during the core hours (7:30am to 5:00pm).  

Pay and Benefits: Medical, Dental, Vision, Accrued Vacation Pay, Holiday Pay, Accrued Sick Pay and 401k match.

Job Type: Full-time

Street Legal Industries is committed to hiring and retaining a diverse workforce. We are an Equal Employment Opportunity (EEO) employer. It is the policy of the Company to provide equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information. We are also an E-verify employer.     

Requirements

  RECORDS MANAGEMENT:

Operate as the Central Records Library Custodian and shall provide  personnel support except for federal holidays to perform the functions listed below:

· Set up files in accordance with the Agency File Codes used in the central records library to include printing and placement of labels within 48 hours of receipt

· Follow a standardized File Maintenance and Disposition Plan

· Archive records to the Denver Federal Records Center, as necessary

· Place material into proper file folder in the order consistent with the file structure. NA-LA is in process of moving more towards electronic filing and current filing structures must be followed.

· As new records types are identified, they should be documented in the file plan structure and reported to the RMFO within 48 hours of identification.

· Limited access information is identified by annotations on the folders. A listing of personnel allowed access to these folders will be maintained by the central records custodian.

· Assist field office staff in searching and retrieving requested records by providing prompt service using the electronic index of records within 24 hours of the request.

· Perform a semi-annual folder level inventory of the central records library to ensure proper location of files. Date performed and time expended shall be reported as part of the monthly report. Report should include any findings and how corrections were made.

· Prepare appropriate records management documentation (e.g., Records inventory, Records Inventory and Disposition Schedules(RIDS) or their equivalent replacement form) to ensure that record material in the Records/Central Files area is retained and dispositioned in accordance with National Archives and Records Administration (NARA) approved disposition schedules.

· Provide assistance to offices in preparing documents for Records/Central repository, including Files inventory, RIDS schedules, and dispose of documentation as necessary.

· Assist the RMFO with evaluation of nonscheduled record series for permanent or temporary retention requirements; coordinate recommended records series descriptions and disposition instructions for preparation of paperwork for approval; update RIDS, NARA, and DOE Records Schedules; and adhere to DOE and other federal guidance regarding management of federal records.

· Perform special records inventories as mandated by NNSA/NSO, DOE/HQ, or NARA.

· Perform document scanning, e.g., scanning incoming and outgoing documentation; examining the scanned image for clarity and required clean up, as necessary; route material to appropriate individual(s) and/or offices; transmit scanned documentation to parties and/or send message to appropriate parties that the document has been received and forward the original document and the image to the central records library.

· Maintain a desktop procedure/operating guide that will contain complete information on the central records library operations.

· Ensure that requested CO/COR documentation is uploaded into STRIPES and eDocs, as instructed.

At least a high school diploma and two years’ experience in records management. Works as a multifunction analyst that provides records management support including but not limited to the development of manuals, policies, procedures, SOP’s, reports, manuals, briefs, catalogs, presentations and other professional documents.

• Must have the physical capacity to lift and carry boxes at least a minimum 50 pounds.
• Must have a working knowledge of software applications:
• MS Word - Ability to type >45 wpm and to import tables, charts, and graphics
• MS PowerPoint - Ability to prepare presentations, import graphics, and change slide templates
• MS Outlook - Ability to attach files, forward messages, create address books, schedule and request      meetings
• MS Excel - Ability to create spreadsheets and make reports
• MS Access/Database Applications - Ability to create databases and make reports
• Microsoft Visio, Project, and Adobe Acrobat Exchange are utilized. 

PREFERRED:

• Several DOE/NNSA developed programs are also utilized such as: 

eDOCS, ePegasus, Stripes, Concur, GovTrip, DriveThru, and SharePoint. National Archives and Records Administration (NARA) certified is desirable.