Records Administrator

Salary : $58,834.00 Annually

Location : Williston, ND

Job Type : Full-Time

Job Number : PD

Department : Police Department

Opening Date : 03 / 06 / 2025

Closing Date : 3 / 21 / 2025 11 : 59 PM Central

Job Description

SUMMARY DESCRIPTION : Under general supervision, performs a wide variety of responsible and difficult clerical and secretarial duties and activities of a general and specialized nature in support of the assigned department, division, or program area; performs a range of office and administrative support functions; and prepares and edits a wide range of documents and reports ranging from general correspondence to technical reports.

REPRESENTATIVE DUTIES : The following duties are typical for this classification. Incumbents may not perform all of the listed duties and / or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

• Perform a variety of administrative and responsible and difficult secretarial duties in support of assigned management and supervisory staff.
• Type, word process, format, edit, revise, proofread, and process a variety of documents and forms including reports, correspondence, memoranda, agenda items, and reports, agreements, technical and statistical charts and tables, and other specialized and technical materials from rough draft dictation, modified standard format, and brief verbal instructions; develop, revise, and maintain standardized and master documents; compose correspondence, report and informational materials; assist in designing and producing informational handouts; copy, disseminate and post documents and information as appropriate.
• Maintain calendar of activities, meetings, and various events for assigned staff; coordinate activities and meetings with other City departments, the public, and outside agencies; coordinate and arrange special events as assigned.
• Coordinate, make, process, and confirm staffs travel arrangements; arrange for transportation and accommodations for travel, check and process expense claims.
• Maintain accurate and up to date office files, records, and logs for assigned areas; develop, prepare, and monitor various logs, accounts, and files for current and accurate information including manual and computer logs of documents processed.
• Compile, prepare, and enter data into a computer from various sources including accounting, statistical, and related documents; create and maintain computer based tracking information and reports including assigned databases, records, and lists; create standard statistical spreadsheets; input corrections and updates; verify data for accuracy and completeness.
• Assist in assembling and preparing the annual budget for area of assignment; monitor expenditures against budget; prepare purchase requisitions and requests for payment.
• Monitor inventories of supplies and materials; prepares purchase requisitions and requests for payment.
• Serve as liaison between assigned office and the general public, City staff, and outside groups and agencies; provide information and assistance as appropriate; explain programs, policies, and activities related to specific program area of assignment; receive office and telephone callers; calendar appointments; respond to complaints and requests for information relating to assigned responsibilities; refer callers and / or complaints to appropriate City staff for further assistance as needed and / or take or recommend actions to resolve the complaint.
• Operate a variety of office equipment including a computer, typewriter, switchboard, copier, facsimile machine, and adding machine; utilize various computer applications and software packages.
• Participate with special projects as assigned; assist in planning, coordinating and implementing assigned programs and events; assist in monitoring assigned programs.
• Participate in the collection, compilation, and analysis of information from various sources on a variety of specialized topics related to assigned programs; participate in the preparation of reports that present and interpret data, identify alternatives, and make and justify recommendations.
• Prepare, process, and maintain time sheets, payroll records, and personnel records for assigned area.
• May take and prepare meeting minutes as necessary.
• Perform related duties as required.

QUALIFICATIONS : The following generally describes the knowledge and ability required to enter the job and / or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of :

Ability to :

Education / Training : High School Diploma or equivalent.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT : The conditions herein 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 job functions.

Environment : Work is performed primarily in a standard office environment with extensive public contact and frequent interruptions.

Physical : Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and / or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to travel to other locations using various modes of private and commercial transportation; and to verbally communicate to exchange information.

Vision : See in the normal visual range with or without correction.

Hearing : Hear in the normal audio range with or without correction.

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

To be granted veterans preference, the required forms, letters or certificates must be submitted with the application.

The City of Williston does not discriminate on the basis of race, color, national origin, sex, genetics, religion, age or disability in employment or the provision of services, and complies with the provisions of the North Dakota Human Rights Act.

Any materials, files, documents, electronic tools, or other items collected or created by an employee in connection with their employment remain the property of the City. Additionally, all material created, transmitted / sent, received, deleted, downloaded, or stored using electronic tools are and remain the property of the City. Employees have no expectation of privacy when using City property.

The City of Williston is an Equal Employment Opportunity / Affirmative Action Employer.

The City of Williston provides a full range of traditional municipal benefits that are available to Full-Time City employees and their dependents.

Our Human Resources staff can assist you with benefits-related questions and will serve as a liaison between employees and the various carriers that provide benefits to the City.

Eligibility

Upon hire, you may elect benefits listed in this section within one (1) month of your hire date.

Premium information may be found here :

Have you ever been convicted for any domestic violence- related criminal offense, including any offense associated with the violation of a domestic violence- related order, restraining order, or other associated court order? If yes, explain.

Are you prohibited from possessing a firearm under federal or state law?

Have you ever been convicted of a felony, including a felony charge that was later dismissed under a deferred imposition of sentence? If yes, explain.

Have you been convicted of a Class A Misdemeanor in the last five (5) years? If yes, explain.

Have you been convicted of a Class B Misdemeanor in the last three (3) years? If yes, explain.

Have you ever been convicted of any drug-related offense? If yes, explain.

How did you learn about this open position?

Required Question

Salary : $58,834