ARU Records Technician

Job description

The Active Records Unit (ARU) Records Technician supports the management of centralized onsite active records management program and executes the delivery and retrieval of inactive records stored at an offsite warehouse facility. The records to be managed are located in our Active Records Units (ARUs) onsite, the Records Management Unit (RMU) in Fairfax, VA, our offsite storage at the FRC in Suitland, MD, and our recently acquired storage location at Iron Mountain in Suitland, MD. The management of these paper records include not only tracking records, but the delivery and retrieval from onsite storage and offsite storage facilities and maintaining records throughout their entire life cycle to include annual inventories and file plan creation for these records. Chickasaw Nation Industries, Inc. serves as a holding company with multiple subsidiaries engaged in several lines of business (Technology, Infrastructure & Engineering, Health, Manufacturing, Public Safety, Consulting, and Transportation) for the federal government and commercial enterprises. A portion of our profits is used to support Chickasaw citizens. We are proud to support the economic development and long-term viability of the Chickasaw Nation and its people. CNI offers premium benefits eligible on the first day of hire to full time employees; (Medical - Dental – Vision), Company Life Insurance, Short-Term and Long-Term Disability Insurance, 401(K) Immediate Vesting, Professional Development Assistance, Legal Aid Assistance Program, Family Planning / Fertility Assistance, Personal Time Off, and Observance of Federal Holidays. As a federal contractor, CNI is a drug-free workplace and adheres to the Federal Controlled Substance Act. ESSENTIAL REQUIREMENTS Must be able to obtain and maintain the required customer clearance for access to systems, facilities, equipment and property. Knowledge of filing procedures and techniques Ability to maintain files, including the ability to interpret and apply records policy and filing techniques in a variety of situations, and a firm grasp of numerical, alphabetical, and chronological sequencing. Record of steady job attendance. Ability to use a scanner and use electronic document management tools and software and type proficiently. Ability to work individually, in teams, and interact tactfully with government staff. Ability to communicate fluently in English and understand and follow procedures. Detail oriented. Ability to organize and accomplish work in an accurate, responsible, and professional manner. Must be able to comprehend and follow instructions in English. Excellent communications skills. Must maintain a professional demeanor at all times. Able to set up and perform routine maintenance on image scanning and conversion equipment. ESSENTIAL DUTIES AND RESPONSIBILITIES Essential duties and responsibilities include the following. Other duties may be assigned. Records information in logs and in automated tracking systems (CIMS) or other electronic information or record keeping systems concerning files (e.g., adding, deleting, updating, modifying, and correcting tracking records; checking files in and checking them out; transferring files; retiring files; etc.). Researches CIMS AMMS, and other information systems and finding aids to identify and locate case files. Identifies, organize, describe, code, and label record materials; interfile documents into files, refile sections, create new file sections physically and on CIMS, label files, and attach bar code labels to them; scan documents; create electronic file folders. Retrieves files and processes them for delivery to requestors. Maintain files, including the removal of duplicate copies of records, the preparation of substitute NEWs and substitute closure forms when missing, the replacement of worn or improperly labeled folders, the redistribution of files on the shelves, etc. Prepares files for transfer to other units or for retirement to the federal records center by labeling, listing, boxing, packaging, and otherwise processing them. Conducts regular shelf reading and other quality control inventories of files being maintained in all paper and electronic formats. Receives, processes, maintains, and retrieves litigation case files maintained in hard copy and/or electronic form. Works directly with attorneys and litigation support staff to identify, categorize, and organize documents in official litigation case files. Teaches attorneys and litigating support staff to use CIMS and electronic information and record keeping systems to locate, review, and request specific case file sections. Explains records maintenance and retrieval procedures to attorneys and litigation support staff and enforce adherence to those procedures, despite any user desires to the contrary. Works independently to manage all aspects of the operation of an ARU; record information in logs and in automated tracking systems (CIMS) or other electronic information and record keeping systems concerning case files (e.g., adding, deleting, updating, modifying, and correcting records; checking files in and checking them out; conducting inventories; etc.). Researches the location and status of files, using AMMS, CIMS, and other records finding aids, to determine the nature of cases and to discover the location of case files. Identifies case file materials according to the nature of the documents and then describe them in AMMS, CIMS section descriptions or in other electronic information and record keeping systems. Interfiles loose documents into case files, refile sections, create new physical file sections and enter them on CIMS, label files, and attach bar code labels to the files. Scans documents and save them to appropriate electronic folders. Follows electronic file naming conventions. Retrieves files and processes them for delivery to requestors. Maintains files, including removal of duplicate copies of records. Prepares substitute NEWs and substitute closure forms when missing. Replaces worn and mislabeled folders, etc. Routes case disposition/closure forms to the Case Closing Unit. Pulls, boxes, and inventories closed case files for shipment to the RMU. Systematically shelf-reads all files in the ARU, corrects problems and reports findings. Checks electronic documents and files for accurate file names, descriptions, coding, file folder location, file content readability, and accuracy of other electronic fields. Distributes evenly the files on the shelves of the ARU and ensure daily that all files are securely standing upright on the shelves. Maintains the ARU in a clean, neat, well-organized condition at all times. Receives and stamps hardcopy documents that have been scanned into electronic information and record keeping systems as received and deliver the hardcopy documents to attorneys and litigating support staff. Operates digital image scanning equipment to capture images and generate associated OCR text. Follows established scanning and quality control procedures in producing digital files in specified format for further processing. Prepares documents for scanning (including determining logical breaks and unitization of hard copy documents) by disassembling prior to scanning and reassembling afterward. Records file-level information and physical attachment information during the scanning process. Maintains scanning and task logs as well as equipment maintenance logs. Addresses customer concerns promptly and professionally. Independently, takes primary responsibility for the initiation, planning, and performance of routine duties and special efforts to improve the efficiency and effectiveness of operations. EDUCATION / EXPERIENCE High school diploma or general education degree (GED) and a minimum of one (1) year of college or relevant (e.g., paralegal training) experience and/or training, or equivalent combination of education/experience. One (1) year of experience working with legal documents in a government or private law office required and a minimum of six (6) months of on-the-job experience using a computer terminal. Two (2) years of previous experience in records management or filing function in a legal office environment preferred. PHYSICAL DEMANDS Work is primarily performed in an office environment. Regularly required to sit. Regularly required use hands to finger, handle, or feel, reach with hands and arms to handle objects and operate tools, computer and/or controls. Required to speak and hear. Occasionally required to stand, walk and stoop, kneel, crouch, or crawl. Must frequently lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception and ability to adjust focus. Exposed to general office noise with computers printers and light traffic. The physical demands described here are representative of those that must be met by an employee to perform successfully the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job. EOE including Disability/Vet The estimated pay range for this role is $18 to $21.50 per hour, with the final offer contingent on location, skillset, and experience. CNI offers a comprehensive benefits package that includes: Medical Dental Vision 401(k) Family Planning/Fertility Assistance STD/LTD/Basic Life/AD&D Legal-Aid Program Employee Assistance Program (EAP) Paid Time Off (PTO) – (11) Federal Holidays Training and Development Opportunities Your application submission will be considered for all potential employment opportunities with Chickasaw Nation Industries (CNI).