Records Clerk, Senior

The position is located in Sells, AZ.

Position Summary:

Under limited supervision, performs work of moderate difficulty, maintains records by receiving, reviewing, filing or retrieving documents. Assists with specialized projects related to the filing systems and researches manual and automated systems to gather or verify data.

The work is normally reviewed upon completion to ensure compliance with general organization/department goals, policies and procedures. Major work activities are covered by procedures or guidelines permitting flexibility in selecting methods to utilize and procedures to follow, determination of work priorities, and the planning and coordination of projects.

Essential Duties and Responsibilities:

• Researches, retrieves and releases requested documents; prepares required reports.


• Responds to routine inquiries that require judgment in determining the type of information that may be released.


• Answers telephone, routes calls, and takes messages; responds to routine inquiries that require judgment in determining the type of information that may be released.


• Handles routine office operations, such as, filing, sorting, copying, collating, shredding, and faxing.


• Receives and reviews forms or reports to ensure accurate and complete documentation.


• Updates and maintains filing system and database and ensures data is entered correctly and accurately; generates and provides reports upon requests based on established guidelines.


• Scans, indexes, retrieves, and reviews documents using an electronic filing management system (R2M).


• Maintains integrity of the department's database system by inputting, retrieving, correcting and compiling data.


• May lead the work of others.


• Performs other job related duties as assigned.


• Contributes to a team effort.

Knowledge, Skills, and Abilities:

• Knowledge of the Tohono O'odham culture, customs, and traditions.


• Knowledge of applicable federal, state, tribal laws, regulations and requirements.


• Knowledge of records management policies and procedures.


• Knowledge of general office procedures, methods and equipment.


• Knowledge of computer software including word processing, database and spreadsheet applications.


• Skill in operating various word-processing, spreadsheets, and database software programs.


• Skill in preparing and maintaining accurate records, reports, and files.


• Skill in utilizing computer databases to research, maintain, and update records and files.


• Skill in determining validity of requests for access to records, and releasing or copying authorized materials.


• Skill in interpreting and applying records retention guidelines.


• Skill in maintaining a safe workplace.


• Skill in providing superior customer service to external and internal customers.


• Ability to lead and train subordinates.


• Ability to communicate efficiently and effectively both verbally and in writing.


• Ability to establish and maintain positive and effective working relationships with other employees and the general public.


• Ability to maintain privileged confidential information.


• Ability to work independently and meet strict time lines.


• Ability to exercise independent judgment.


• Ability to handle multiple tasks and meet deadlines.


• Ability to work extended hours and various work schedules.

Minimum Qualifications:

Associates Degree in Records Management or closely related field; and three years' work experience in records management; or equivalent combination of training, education, and work experience which demonstrates the ability to perform the duties of this position.

Licenses, Certifications, Special Requirements:

• Must type 35 WPM.


• Must demonstrate seventy percent proficiency in grammar, spelling, and math.


• Upon recommendation for hire, a criminal background check is required to determine suitability for hire, including a 39-month Motor Vehicle Record.


• May require possessing and maintaining a valid driver's license, (no DUIs or major traffic citations within the last three years).


• If required, must meet the Tohono O'odham Nation tribal employer's insurance requirements to receive a driver's permit to operate program vehicles.


• Based on the department's needs, incumbents may be required to demonstrate fluency in both the Tohono O'odham Language and English as a condition of employment.