Assistant Open Records Officer/Records Management & Archives Specialist
Job Title:
Assistant Open Records Officer/Records Management & Archives Specialist County Name:
Bedford County
JOB SUMMARY
To assist with/draft/coordinate responses to Pennsylvania Right to Know Law requests, as assigned by the Chief Clerk. To manage, preserve, and provide access to archival records for multiple County Departments while supporting technology-related records management tasks, Right to Know requests, and digital records initiatives.
ESSENTIAL FUNCTIONS (Illustrative Only)
• Completes training related to Right to Know Law requirements and procedures
• Drafts and/or assists with responses to Pennsylvania Right to Know law requests, as assigned by the Chief Clerk
• Tracks and complies with deadlines and requirements related to Right to Know requests
• Communicates with County departments, agencies, elected officials and employees regarding Right to Know Law requests and coordinates the gathering of responsive information
• In consultation with the Chief Clerk and/or the Bedford County Commissioners, communicates with legal counsel regarding responses to Right to Know requests
• Develops collaborative relationships with various Bedford County governmental entities to coordinate the management of non-active permanent records, record disposal, and increasing awareness of the archives' role
• Executes and oversees the processing of focus record series (transfer, description, arrangement, cataloguing, preservation, finders' aids, etc.) and special projects
• Provides research and reference services in accordance with access policies for county employees and the general public
• Assists county employees, residents, and researchers with locating county documents
• Oversees the short-term storage room and shredding program for County departments
• Manages and implements the scanning of high demand documents into digital format for preservation and web site access
• Reviews existing content on Archives portion of County website, including document images and linked data, for accuracy and usability; makes corrections and improvements to substandard content when possible
• Assists the Chief Clerk with formatting, updating, redacting, etc. of County documents
• Updates the County Website pages, as necessary
• Troubleshoots network issues within the Commissioners and Elections departments
• Helps sort morning mail and takes afternoon mail to post office in coordination with maintenance department and chief county clerk
• Attends meetings, training and in-services as required
• Performs other job-related duties as required
• Develops and maintains a collaborative relationship with all County departments to enhance and update the Archives' efficient use of technology, and to explore remediation strategies for problem areas
QUALIFICATIONS
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.
• Must possess excellent communication and interpersonal skills and can speak in public setting
• Must possess initiative, organizational and problem-solving skills
• Must possess ability to function independently, have flexibility and the ability to work effectively with several levels of government officials, agencies, external agencies, and staff
• Must have the ability to plan and manage multiple projects
• Must possess ability to maintain confidentiality regarding work-related information and records
• Ability to read, analyze, and interpret documents
• Prior experience with Microsoft Office Suite (Word, Excel, PowerPoint, Publisher) and Adobe Acrobat software
PHYSICAL DEMANDS
Must be able to sit for long periods throughout the workday, with intermittent periods of standing, walking, bending, twisting and reaching necessary to carry out duties of job. Dexterity requirements range from simple to coordinated movements of fingers/hands; feet/legs; torso necessary to carry out duties of job. Sedentary work, with occasional lifting/carrying of objects with a maximum weight of fifty pounds. Must demonstrate emotional stability. Must be able to cope with the physical and mental stress of the position. Specific vision abilities required by this job include close vision and ability to adjust focus.
*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.
WORK ENVIRONMENT
SPECIAL NEEDS
Must have a valid driver’s license and be able to travel if required.
This job description does not imply that these are the only duties to be performed. Employees occupying this position will be required to follow any other job-related instructions and to perform any other job-related duties requested by the Department Heads. Furthermore, this does not establish a contract for employment and is subject to change at the discretion of the employer.
To assist with/draft/coordinate responses to Pennsylvania Right to Know Law requests, as assigned by the Chief Clerk. To manage, preserve, and provide access to archival records for multiple County Departments while supporting technology-related records management tasks, Right to Know requests, and digital records initiatives.
ESSENTIAL FUNCTIONS (Illustrative Only)
- Assistant Open Records Officer
• Completes training related to Right to Know Law requirements and procedures
• Drafts and/or assists with responses to Pennsylvania Right to Know law requests, as assigned by the Chief Clerk
• Tracks and complies with deadlines and requirements related to Right to Know requests
• Communicates with County departments, agencies, elected officials and employees regarding Right to Know Law requests and coordinates the gathering of responsive information
• In consultation with the Chief Clerk and/or the Bedford County Commissioners, communicates with legal counsel regarding responses to Right to Know requests
- Archives Management:
• Develops collaborative relationships with various Bedford County governmental entities to coordinate the management of non-active permanent records, record disposal, and increasing awareness of the archives' role
• Executes and oversees the processing of focus record series (transfer, description, arrangement, cataloguing, preservation, finders' aids, etc.) and special projects
• Provides research and reference services in accordance with access policies for county employees and the general public
• Assists county employees, residents, and researchers with locating county documents
• Oversees the short-term storage room and shredding program for County departments
- Technology & Digital Records:
• Manages and implements the scanning of high demand documents into digital format for preservation and web site access
• Reviews existing content on Archives portion of County website, including document images and linked data, for accuracy and usability; makes corrections and improvements to substandard content when possible
• Assists the Chief Clerk with formatting, updating, redacting, etc. of County documents
• Updates the County Website pages, as necessary
• Troubleshoots network issues within the Commissioners and Elections departments
- Administrative Support:
• Helps sort morning mail and takes afternoon mail to post office in coordination with maintenance department and chief county clerk
• Attends meetings, training and in-services as required
• Performs other job-related duties as required
- Compliance & Best Practices:
• Develops and maintains a collaborative relationship with all County departments to enhance and update the Archives' efficient use of technology, and to explore remediation strategies for problem areas
- Other duties as assigned.
QUALIFICATIONS
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.
- Education and/or Experience:
- Knowledge, Skills and Abilities Required:
• Must possess excellent communication and interpersonal skills and can speak in public setting
• Must possess initiative, organizational and problem-solving skills
• Must possess ability to function independently, have flexibility and the ability to work effectively with several levels of government officials, agencies, external agencies, and staff
• Must have the ability to plan and manage multiple projects
• Must possess ability to maintain confidentiality regarding work-related information and records
• Ability to read, analyze, and interpret documents
- Computer Skills:
• Prior experience with Microsoft Office Suite (Word, Excel, PowerPoint, Publisher) and Adobe Acrobat software
- Language Skills:
- Confidentiality:
PHYSICAL DEMANDS
Must be able to sit for long periods throughout the workday, with intermittent periods of standing, walking, bending, twisting and reaching necessary to carry out duties of job. Dexterity requirements range from simple to coordinated movements of fingers/hands; feet/legs; torso necessary to carry out duties of job. Sedentary work, with occasional lifting/carrying of objects with a maximum weight of fifty pounds. Must demonstrate emotional stability. Must be able to cope with the physical and mental stress of the position. Specific vision abilities required by this job include close vision and ability to adjust focus.
*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.
WORK ENVIRONMENT
- While performing the duties of this job, the employee is mostly working in an office environment.
- Works indoors in adequate workspace and lighting.
- Normal exposure to noise, disruption and stress.
- Greater than normal indoor exposure to dust/dirt.
- Travel occasionally to perform job duties.
SPECIAL NEEDS
Must have a valid driver’s license and be able to travel if required.
This job description does not imply that these are the only duties to be performed. Employees occupying this position will be required to follow any other job-related instructions and to perform any other job-related duties requested by the Department Heads. Furthermore, this does not establish a contract for employment and is subject to change at the discretion of the employer.
Posting Date:
Thursday, April 16, 2026
Expiration Date:
Thursday, April 30, 2026
Contact Name:
Ronda Clevenger
Address:
200 S Juliana St
Bedford, PA 15522
Phone:
(814) 623-4807