Records Specialist

Under the supervision of the Assistant City Manager and general work direction of the City Clerk, the Records Specialist performs specialized administrative and technical work supporting the management, preservation, digitization, retention, and retrieval of City records. This position helps ensure records are accurate, accessible, secure, and maintained in accordance with local, state, and federal laws; and provides assistance to staff and the public in locating documents.

• High School Diploma or GED equivalent. 
• One (1) year experience of administrative, records-management, document-control, legal, governmental, or closely related field.
• Proficient with modern office equipment and technology (e.g. Microsoft Office Suite, Adobe Acrobat, etc.)
• Advanced proficiency in written English, including grammar, spelling, punctuation, sentence structure, and document formatting.
• Demonstrated ability to prepare, review, proofread, and format professional correspondence, official records, reports, forms, and other written materials with a high degree of accuracy.
• A combination of education, experience, and training as may be acceptable to the hiring authority.
• Must be legally authorized to work in the United States; this position does not support visa sponsorship.

• Experience working with governmental, legal, archival, or public records.
• Experience with Laserfiche or another electronic document- or records-management system.
• Experience with public records law (e.g., Freedom of Information Act) and records management practices.
• Records Management Certification (government focus), or ability to achieve within 2 years of hire.

• Records Management
  • Files, scans, and indexes official city records, including ordinance, resolutions, contracts, board agendas and minutes, historical, and property files 
  • Reviews records for completeness, accuracy, proper classification, and compliance with established filing and records-management procedures. 
  • Assists with the storage, retrieval, retention, transfer, and authorized destruction of records in accordance with established retention schedules, applicable laws, and City policies.
  • Identifies opportunities to improve records-management processes and assists with implementing approved procedures.
• Public Access and Support
  • Receives, tracks, researches, and assists with responses to public records requests in accordance with applicable laws, established deadlines, and City procedures.
  • Assists City staff and members of the public with locating and obtaining available records and refers complex or sensitive requests to the City Clerk or other appropriate staff.
• Document Digitization
  • Serves as support contact for Laserfiche by providing staff assistance, training, and troubleshooting. 
  • Monitors use of Laserfiche and identifies opportunities to improve document organization, accessibility, and system use.
  • Scans and uploads physical records into electronic management systems to create digital archives.
  • Performs quality-control reviews of digitized records and corrects scanning, indexing, naming, or filing errors.
• Information Security
  • Ensures sensitive and confidential records are stored securely and accessed only by authorized personnel.
• Data Integrity
  • Conducts regular audits of filing systems to ensure integrity and compliance with retention schedules.
• Departmental and Administrative Support
  • Provides general administrative, telephone, front-counter, and office support as needed
  • Assists the City Clerk with election-related operations, as assigned
  • Serve on assigned employee committees

• Attend training, seminars and workshops as deemed necessary.
• Perform all duties in compliance with safety standards and policies established by the City.
• Perform other job-related duties as deemed necessary and additional duties, tasks, or responsibilities as assigned.

• Work frequently requires sitting, using a computer and other office equipment, and reviewing physical and electronic documents for extended periods.
• Work requires close visual attention to read, review, compare, scan, and proofread printed, electronic, handwritten, and historical records.
• Work occasionally requires standing, walking, bending, reaching, climbing stairs, and using a step stool or ladder to access stored records.
• The employee may occasionally move boxes, files, or other records-related materials weighing up to 30 pounds,
• Work requires sufficient fine motor coordination to produce legible handwritten information, easily understood by others.
• The position is located primarily in the City Administrative Offices.

• Performs detailed work requiring sustained concentration, accuracy, organization, and careful attention to grammar, spelling, punctuation, formatting, and consistency.
• Reviews, formats, and proofreads a variety of correspondence, records, reports, forms, and other documents with a high degree of accuracy.
• Organizes, indexes, and maintains large volumes of physical and electronic information using established records-management procedures.
• Follows detailed written and verbal instructions, manages multiple assignments, and meets established and occasionally time-sensitive deadlines.
• Applies established procedures and exercises sound judgment when identifying errors, resolving routine records issues, and determining when a matter should be referred to the City Clerk or other appropriate staff.
• Learns and accurately uses terminology related to municipal government, records management, elections, legal documents, and assigned City operations.
• Communicates clearly and professionally, both orally and in writing, with City staff, elected officials, vendors, and members of the public.
• Handles sensitive and confidential information with discretion and maintains effective working relationships during routine and occasionally challenging interactions.

• Pre-employment screening may include, but are not limited to, the following: references, criminal background, credit history, drug and alcohol screening, medical history questionnaire, and pre-employment physical.