This is work of limited scope and difficulty analyzing forms management systems or records management systems. An employee in this class is responsible for analyzing forms management systems, determining changes needed, revising and consolidating existing forms, and developing new forms to meet the needs of the departments; or examining, designing, and implementing records management procedures and systems. Included in the work is the consultation with departmental officials to determine their requirements and implementing recommendations for the use of new, revised and consolidated forms and records. The work at this level is distinguished from that of the next higher class by the generally less complex nature of the work, and by the relatively greater degree of supervision received as part of the continuing training for the next higher class. The employees are supervised by the Chief of Forms and Records Management.

• Reviews requests for design or revision of existing forms; reviews operations and flow of paper work of requesting department relevant to the utilization of forms; examines existing and proposed forms to determine need for design, redesign, elimination, or consolidation; examines equipment of requesting department to determine if the equipment can accommodate proposed form; determines if new equipment should be purchased; interviews departmental representatives; recommends use of existing form as an alternative to designing new forms when appropriate.
• Designs forms and designates proper weight and size of paper stock, methods of duplication or printing, type of ink, size and style of type to be used in the reproduction of forms, and construction of specialty forms; consults with departmental officials to determine the needs, use and requirements for the form and to get departmental approval of final design.
• Examines and analyzes record management procedures; analyzes compliance with records retention and disposition schedules, organization and function of filing systems and equipment, office space utilization, and overall relation of the utility of the records to the functions of a city agency or division of a department.
• Designs or improves records management procedures based on problems discovered in records retention audits and records management survey; confers with departmental officials on unit functions as they relate to records management; performs special studies in specific areas of records management, such as microfilm feasibility studies; prepares and submits reports of recommendations concerning the establishment of new or revision of existing records retention schedules, record disposition schedules, and record management procedures and techniques.
• Receives requests for filing, photo reproduction and duplicating equipment; recommends justification or denial or requests on basis of cost and feasibility studies; reviews requests for orders of existing forms; records orders; maintains listing of all official city forms.
• Explains newly developed or revised records management and forms management procedures to departmental personnel and instructs them in initial implementation; writes specifications for new forms and equipment; works with departmental officials to set up new floor plans and redistribute duties among employees; examines printers' proofs for conformance to specifications.
• Performs related work as required.

KNOWLEDGE OF:

• current principles and practices of records management.
• current principles and techniques of forms control and design and their management.
• standard office practices, procedures, equipment and supplies including the application and function of record keeping equipment and accessories and the use of printing materials and techniques.
• the methods and techniques of administrative analysis pertaining to records control and management and forms control and management.

ABILITY TO:

• learn departmental organization and functions, especially as they relate to records management and forms management.
• write clear and concise reports and equipment specifications.
• maintain effective working relationships with associates and personnel of departments affected by survey.
• present ideas effectively, both orally and in writing.

• Completion of a bachelor's degree program at an accredited college or university.
• One year of experience at the trainee level analyzing and developing records control systems or forms management control systems in a large private business or public jurisdiction.

PHYSICAL AND MEDICAL REQUIREMENTS

• Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.

PAY RANGE: EP13
Class Established: 9/1953

Latest Spec. Revision: 9/1982

SK/sb/sb