The Records Specialist is responsible for researching, organizing, and maintaining historical and current records related to the Department of Transportation’s fixed assets and infrastructure projects. This role supports asset management efforts by reviewing both paper and electronic records, ensuring accuracy, completeness, and proper documentation of assets spanning multiple decades.

Key Responsibilities

• Conduct in-depth research of historical paper files and modern electronic databases to locate and verify asset records dating back up to 30 years
• Review and analyze invoices, construction documents, and project records to support accurate asset tracking and reporting
• Reconcile historical documentation with the County’s fixed asset listings to ensure accuracy and completeness
• Determine asset status, including whether assets are still in service, have reached end of useful life, or should be retired from records
• Organize, file, and maintain records in accordance with departmental and County standards
• Assist in digitizing and cataloging paper records for long-term storage and accessibility
• Utilize Microsoft Excel, Word, and internal database systems to track, update, and report asset information
• Collaborate with internal departments to gather missing information and clarify discrepancies
• Ensure compliance with records retention policies and applicable regulations
  

Minimum Qualifications

• High school diploma or GED required; Associate’s or Bachelor’s degree in Business Administration, Accounting, Public Administration, or a related field preferred
• 2+ years of experience in records management, administrative support, accounting support, or a related field
• Experience working with both paper-based and electronic records systems
• Strong attention to detail and organizational skills
• Proficiency in Microsoft Office Suite, particularly Excel and Word
• Ability to analyze data and reconcile discrepancies across multiple sources