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RECORDS PRESERVATION SUPERVISOR
03270
(Competitive)


DISTINGUISHING FEATURES OF THE CLASS

The work involves responsibility for supervising and participating in the duplication, maintenance and preservation of a variety of public records such as deeds, mortgages, maps, school records and other legal documents through the process of photostatting, microfilming and photocopying. An employee in this class coordinates and schedules production by; assigning work to insure an even and timely production; by reviewing completed work; and insuring all procedures are followed in the operation of a variety of reproduction equipment. An employee in this class has considerable latitude for the exercise of independent judgement in the development of methods and procedures for the preservation of documents and other records in addition to recommendation of equipment needs, ordering supplies, and requisitioning repair of equipment. Supervision may be exercised over a small number of employees. Dependent upon where the classification exists, assignments and supervision may be received from the County Clerk or an administrative superior. Does related work as required.

TYPICAL WORK ACTIVITIES

Supervises the reproduction and preservation of records, mortgages, deeds and other documents by:
Coordinating and scheduling work assignments through the development of work orders requested by various departments through the County Clerk or other agencies.
Determining the type of equipment and procedures necessary to handle each work assignment.
Overseeing the operation of all duplicating machines such as photostat, photocopy and microfilm reader-printer machines and supervising the proper application of all procedures employed in the use of same.
Overseeing the maintenance and preservation of all microfilm records, as well as supervising the proper completion of record and document filming for reproduction in books by insuring proper developing and splicing of film.
Overseeing the repair and rebinding of old volumes and the binding of new volumes by insuring proper reproduction of pages on the photostat machine and the proper making of covers for bound volumes.
Operating a multigraph and multilith machine to print typewritten or handwritten material directly from a master copy, as well as operating a photocopy machine to reproduce maps.
Insures that record vaults are kept in order by maintaining records of items ordered, replaced, duplicated, and rebound and files all information accordingly.
Checks and initials all tract, search and other miscellaneous maps, and files them in order.
May be responsible for the retention and disposition of records.


FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS

Thorough knowledge of the practices of photographic duplicating.
Thorough knowledge of the operation and maintenance of photostatic, photocopy and microfilm machines and all other equipment utilized in the duplication and preservation of records and documents.
Good knowledge of the principles and practices of supervision.
Good knowledge of operating procedures and common maintenance requirements of multilith and multigraph duplicating machines.
Working knowledge of job costs as it relates to equipment and supply needs and the extent of machinery deterioration in the ordering of equipment machinery and other supplies.
Ability to assess office supply needs and the extent of machinery
deterioration in the requisition of equipment, machinery, and other supplies.
Ability to determine the equipment and procedures necessary for the various
duplication jobs assigned.
Ability to read and interpret tract, search and other miscellaneous maps.
Ability to plan and coordinate work assignments by the development of work orders.
Ability to supervise subordinates in a manner conducive to full performance and high morale.
Ability to deal effectively with subordinate personnel, the public and its officials.
Physical condition commensurate with the demands of the position.

MINIMUM QUALIFICATIONS

Promotion:
One (1) year of permanent competitive class status in the title of Records Preservation Assistant.

Open Competitive:
Three (3) years of work experience, or its part-time equivalent, in the preservation, conservation and duplication of records or documents, which must have included the operation of photocopy, duplicating, microfilm machines and
related equipment.

10/09 REVISED