POSITION: Records Coordinator, TRAC

DIVISION: Operations

DEPARTMENT: Operations/Field Operations/TRAC

UNION/GRADE: Unit 1/Grade 15

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BASIC PURPOSE:

Responsible for records management of TRAC industry files in compliance with EPA requirements, including electronic document storage using Pretreatment Information Management System (PIMS) and hard copy files. This includes opening and distributing mail; routing, scanning, filing, and archiving and retrieval of correspondence and documents relating to the Industrial Pretreatment Program.

SUPERVISION RECEIVED:

Works under the general supervision of the Sr. Program Manager

SUPERVISION EXERCISED:

None.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Inputs and maintains data in the PIMS system, scanning and electronically filing records and placing the original in the hard-copy file for the appropriate industry.
• Oversees general condition of the industrial files ensuring compliance with EPA guidelines and readiness for EPA audits.
• Maintains current knowledge of EPA requirements, making suggestions for procedural changes when necessary.
• Opens, date stamps, and distributes mail to appropriate staff, adding permit number to correspondence if needed. Maintains database of mail received, and person the mail was routed to.
• Receives mail along with correspondence generated by it from TRAC staff for filing. Logs it as "filed" in the database, places correspondence in appropriate industry file.
• Responsible for the prompt, daily filing of material removed from the files.
• Conducts weekly rolling audits of files of Significant Industrial Users, to ensure that they are current, in chronological order, and in compliance with EPA standards.
• Conducts, in cooperation with the Industrial Coordinators, periodic purges of industry files. Prepares purged material for archiving in accordance with MWRA Records Center
• Responsible for searching for material found to be missing from the files.

SECONDARY DUTIES:

• Performs related duties as required.

MINIMUM QUALIFICATIONS:

Education and Experience:

• Completion of certificate program or (2) year degree in Business, Computer Science or Records Management; and
• Two (2) years direct experience in records management; or
• Any equivalent combination of education and experience.

Necessary Knowledge, Skills and Abilities:

• Experience with data entry, word processing, spreadsheets, database applications and multi-user information systems (TRAC IS and/or LIMS preferred).
• Familiarity with data processing, and records management concepts and techniques.

SPECIAL REQUIREMENTS:

None.

TOOLS AND EQUIPMENT USED:

Telephone, personal computer including word processing and other software, copier/scanner and fax machine.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, feel or operate objects, tools, or controls and reach with hands and arms. The employee frequently is required to stand, walk, sit and talk or hear.

There are no requirements that weight be lifted or force be exerted in performing the duties of this job. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee regularly works in an office environment. The noise level in the work environment is a moderately quiet office setting.

Massachusetts Water Resources Authority (MWRA) is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, national or ethnic origin, age, religion, disability, sex or gender, sexual orientation, gender identity or expression, or veteran status.