Records & Preservation Clerk

Job Closing: Jun 23, 2021

Job Code: 43-6014

Status: Permanent – Full-time

Exempt: No

Location: Ionkwakiohkwaróron

Department: Tribal Historic Preservation Office

Reports To: Records Manager

SUMMARY: The Records and Preservation Clerk is responsible to maintain and deliver records management assistants to the Tribal divisions and programs. The incumbent will ensure efficient and effective support for all records management activities and contribute to the ongoing development and implementation to improve systems and processes.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

  • Serves as administrative support to the Records Manager.
  • Serves as OnBase database support desk for all tribal employees.
  • Act as the OnBase© software assistant system administrator.
  • Follow records retention and destruction procedures in accordance with the SRMT approved schedule
  • Database logging, scanning, and electronic filing of Tribal records, documents and drawings
  • Receive, organize, and shelve record boxes and files. Ensure files are boxed correctly and records transfer forms and indexes are prepared according to Tribal policy.
  • Provide assistance to SRMT staff requesting boxes or records by finding and retrieving information from files and/or boxes
  • Advises all tribal government programs and departments on adequacy of documentation, creation, and management of tribal records.
  • Coordinates in annual destruction of records based on the SRMT approved retention and disposition schedule with the Records Manager.
  • Keep record of files and materials filed or removed, using logbooks or computers
  • Sort or classify information according to guidelines, such as content, purpose, user criteria, or chronological, alphabetical, or numerical order
  • Schedule regular shredding dates with vendors and organize and schedule the annual destruction of tribal records in accordance with the SRMT records schedule.
  • Scan or read incoming materials to determine classification and filing requirements
  • Train all tribal employees in database usage.
  • Identify all vital, archival and permanent records.
  • Identify third-party products and services that can assist records management and make recommendations to management.
  • Place materials into storage receptacles, such as file cabinets, boxes, bins, or drawers, according to classification and identification information.
  • Organize and gather materials for records and database training for employees
  • Respond to questions and requests for information and assist with retrieval of open records requests.
  • Scan, file, type, bind, and distribute records and information.
  • Analyze and inventory all Tribal records annually.
  • Protect the security of Tribal records to ensure that confidentiality is maintained.
  • Use personal vehicle to pick up and transfer boxes to storage warehouse in Fort Covington or tribal building.
  • Must be able to lift up to 30lbs. and perform lifting/pushing of objects
  • Must be able to climb a 3-foot ladder
  • Job requires climbing or working in awkward or cramped positions
  • Other Related Duties as assigned.

SUPERVISORY RESPONSIBILITIES: There are no supervisor requirements for this position.

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Due to the sensitive nature of information maintained within Records Management, must maintain strict confidentiality at all times. Some knowledge of archival and classification systems a plus but not required.

EDUCATION and/or EXPERIENCE: High School diploma or equivalent with at least one (1) year experience working in an office environment.

OTHER SKILLS and ABILITIES: Strong oral and written communication skills required. Must have excellent computer skills including word, excel, and experience with varying databases. OnBase EDMS training is an asset but not required. Computer testing in the applicable skills may be a requirement during the interview process.

Job requires climbing or working in awkward or cramped positions. Must be able to climb a 3-foot ladder, lift up to 50 pounds and perform lifting/pushing of objects weighing over 10 lbs.

REASONING ABILITY: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

The Saint Regis Mohawk Tribe strives to be an equal opportunity employer dedicated to the policy of nondiscrimination based on race, sex, marital status, sexual orientation, religion, national origin, age, physical disability, veteran status or any other non-job related factor.

The successful candidate must pass a test for illegal substances prior to employment being confirmed.

The successful candidate must pass a background check prior to employment.

INTERVIEW/PRACTICUM

The applicants must be familiar with online platforms such as Microsoft teams in order to appear for the first interview. Each applicant is required to submit a resume and a writing sample that may include but not limited to a professional letter or memo and be prepared for testing in the applicable skills as part of the interview process. Some applicants will be contacted for a second call back interview and will be asked to report to the Tribal Historic Preservation Office/Records in person.

Applicants must submit letter of interest, resume, supporting documents (certificates, degrees, licenses) and proof of native preference eligibility (Tribal Identification Card or Status Card or letter) by email to human.resources@srmt-nsn.gov or by mail to Human Resources, Saint Regis Mohawk Tribe, 71 Margaret Terrance Memorial Way, Akwesasne, NY 13655. Due to our network security, we are unable to open hyperlinks. Applicants will need to attach their documents as PDF or WORD files if emailing. Applicants must clearly outline that they meet the qualification requirements on their resume.

Applicants must submit letter of interest, resume, supporting documents (certificates, degrees, licenses) and proof of native preference eligibility (Tribal Identification Card or Status Card or letter) by email to human.resources@srmt-nsn.gov or by mail to Human Resources, Saint Regis Mohawk Tribe, 71 Margaret Terrance Memorial Way, Akwesasne, NY 13655. Due to our network security, we are unable to open hyperlinks. Applicants will need to attach their documents as PDF or WORD files if emailing. Applicants must clearly outline that they meet the qualification requirements on their resume.

NATIVE PREFERENCE POLICY

The Saint Regis Mohawk Tribe strives to be an equal opportunity employer dedicated to the policy of nondiscrimination based on race, sex, marital status, sexual orientation, religion, national origin, age, physical disability, veteran status or any other non-job related factor. Among qualified applicants, the SRMT will give preference to the qualified native applicant.

DRUG TESTING POLICY

The successful applicant for employment must submit to and pass a drug test for illegal substances prior to employment being confirmed.

BACKGROUND CHECK

Some positions require candidate(s) to successfully pass a criminal background check prior to beginning employment, used solely for employment related purposes.

ELIGIBILITY LIST

A list of qualified candidates is created from interviews that may be used to appoint individuals to similar positions within the Saint Regis Mohawk Tribe for a period of six months.

INTERVIEW

Testing in the applicable skills may be required as part of the interview process.