Records Management Specialist

Description

Summary

Prepares and converts public records for placement into the City's indexed document retention, archiving, and permanent storage and retrieval system. Conducts manual and computer-aided archival research of public documents. Performs secretarial and clerical support duties, including composing of routine documents, receiving and recording of contracts, leases, and service agreements, and reception.

Distinguishing Career Features

The Records Management Specialist represents a specialized position with a clerical and administrative support career path. The Records Management Specialist applies knowledge of records retention systems, skills in researching through archives for documents, the ability to distinguish various kinds of governmental records, and ability to use computer-aided programs for records management. The Records Management Specialist also requires proficiency in word processing, spreadsheet, and accessing common information from databases. Advancement potential exists within a Records Management or Administrative Assistant career path requires the following demonstrated competencies : The Administrative Assistant II also requires specialized knowledge of the assigned area and competencies such as the ability to serve as a team leader over other clerical positions and independently carry out projects, organize training and conferences, coordinate mandated reports, conduct research, administer budgets, and disseminate and maintain information designated for wide distribution, and may require reporting to a higher level director. The Records Management Specialist is based on need, compliance with minimum qualifications, and the ability to develop, implement, and maintain a centralized records management, archiving, and disposal system for all City records and files including those.

Requirements

Essential Duties and Responsibilities

• Receives documents for public recording. Implements established procedures and criteria for recording, indexing, filing and retrieving active and inactive documents.
• Assists in staffing, reviewing, and editing City Council and other committees / boards meeting agendas, minutes, and documentation packages to ensure completeness.
• Coordinates updates to records retention schedules to reflect record retention requirements and city policies. Reviews status of existing records and recommends disposition.
• Assists in converting paper into electronic documents including council agendas, supporting materials, and records of the City Council and other committees / boards.
• Receives and fulfills standard, non-sensitive requests for public information and documents. Verifies the validity of requests and refers complex or sensitive requests to the City Secretary.
• Attends committees / boards meetings to assure recording of proceedings and entering of documents into permanent record.
• Conducts research of record archives.
• Processes documents and official records into the permanent archives of the City. This includes, but is not limited to, ordinances and resolutions.
• Assists in the maintenance of tangible and electronic official records within the jurisdiction of the City Secretary. Indexes a variety of documents such as and not limited to, ordinances, resolutions, minutes, election documents, bids, and franchise agreements.
• Implements City-wide standards for inventory and storage of records. Provides support to City departments in their efforts to have properly archived records. Organizes the records storage facility for efficient location and access to documents.
• Collects, organizes, and prepares records and lists of permanent records for storage and disposition according to the City's records retention policies.
• Indexes and files documents into alphanumeric filing systems. Maintains files in up-to-date status of files and filing systems.
• Maintains and updates databases for indexing and tracking records that are approved for and are already designated as public documents. Provides departments with information on the location of documents within the records management system.
• Types (keyboards) from rough drafts or verbal instructions a variety of materials such as letters, memoranda, recurring reports, and statistical data. Composes routine correspondence and forms.
• Retrieves and organizes information to fit into requested formats. Prepares routine, yet required, reports with established forms used by internal staff and external agencies.
• Performs receptionist duties to support a high level work team. Receives and screens visitors and telephone calls, referring to others as appropriate. Takes and forward messages.
• Takes notes, compile recollections, and maintain records of the proceedings from routine departmental meetings.
• Serves as an Elections Deputy in all City Council elections
• Performs other duties as assigned that support the overall objective of the position.