What are the responsibilities and job description for the Records Assistant - Bilingual/Biliterate English/Spanish Preferred position at City of Yakima, WA?
Initial candidate eligibility is based on the job application and any accompanying documentation. It is the responsibility of the applicant to provide sufficient information and details within the body of the application (education and work experience sections) to permit the City of Yakima to properly evaluate the candidate's qualification, abilities and experience as it relates to the requirements of the position. For calculation of experience, one year of experience equals 12 months with a minimum of 173.33 hours per month. Additional required documents must be attached. Resumes are not accepted in lieu of application fields.
Overview and Minimum Class Requirements
The City Clerk’s office is seeking a knowledgeable Records Assistant to join our team! This position provides critical support to the Administration Department. If you are an energetic self-starter with exceptional customer service skills, and have a passion for public service, apply today!
***** ADDITIONAL DOCUMENTATION REQUIRED*****
THE FOLLOWING ITEM MUST BE ATTACHED TO THE APPLICATION
A 5-minute typing test with verification of 50 WPM net typing speed without error must be attached to your application. Results must include your name, the date, net words per minute, and the length of time. Test must be within the past 90 days.
There are free keyboarding/typing skill tests available on-line. The following link is a website that has a field where you are able to select the time of test, take the test, enter your name, then print the certificate with your test results: http://www.freetypinggame.net/free-typing-certificate.asp There are multiple other websites that offer free tests, just ensure that the results include your name, the date, net words per minute, and the length of time. All elements must be included with your submission.
APPLICATIONS WITHOUT THE REQUIRED ATTACHMENT WILL NOT BE REVIEWED
MINIMUM REQUIREMENTS
High School Diploma or GED plus two (2) years of progressively responsible clerical or administrative assistant work experience including one (1) year records management and/or public records retention experience. Ability to type 50 WPM with accuracy.
Bilingual/Biliterate English/Spanish preferred. Bilingual/Biliterate employees must be certified through Civil Service proficiency testing.
LICENSES, REGISTRATION, OR CERTIFICATE
Possess and maintain a valid Washington State Driver’s license and obtain a Notary Public License within 6 months of employment and maintained thereafter.
Job Summary
Essential Functions
Assists with maintaining and updating a city-wide records management system, including policies and procedures, retention and disposition schedules, data collection and indexing systems, training and outreach programs, a document disaster recovery plan, and a records management manual. Ensures City information is maintained, processed, retained, disposed, and/or recovered in accordance with federal, state, and local laws and City policies.
Assists in overseeing the inventory and storage of archived records. Assists the Records Administrator in preparing public records for transfer to inactive storage; maintains transfer documentation and indexes; and retrieves records when requested. Prepares disposition documentation and arranges disposition.
Assists the Public Records Officer to assure timely and complete response to public disclosure requests. Supports the Public Records Officer in administering the City's public records request tracking system. Coordinates, assigns, and tracks incoming public records requests received, as defined by the City intake procedures. Corresponds with requestors, in accordance with The Public Records Act, RCW 42.56 and the City public records procedures to acknowledge requests, clarify unclear requests, provide responsive records, and/or direct requestors when applicable to internal City information resources or external web-based information. Monitors response due dates in conjunction with assigned departments, divisions, and offices, to ensure that mandated response deadlines are met. Coordinates communications with requestors, other departments, divisions, offices, individuals, and with the Public Records Officer, as needed.
Serves as the assistant to the Secretary of Police and Fire LEOFF 1 Pension Boards. Assists with the following: tracking retirees; coordinating insurance benefits; administering pension policy updates; pension board member elections. Performs various accounting and written and oral clerical support functions. May attend meetings and takes minutes. Processes: bills with the provider, the Board and the State; .insurance claims payments; and reimbursement checks for medical, dental and vision according to RCW's and pension policies for LEOFF 1 members.
Receives and answers a wide range of questions and complaints from the public by telephone and in person; routes calls and visitors; takes messages and complaints and conveys to appropriate staff; registers voters; processes damage claims and lawsuits filed against the City; prepares and assembles packets for City Council.
Requires regular and reliable attendance.
Performs other related duties as assigned.
Major Worker Characteristics
Ability to: answer inquiries by telephone, computer or in person; analyze public records requests and to articulate requirements to departments, citizens, agencies and other groups; understand and execute complex oral or written instructions; prepare correspondence including letters, reports, forms, work orders, and specialized documents; proofread and edit materials for professional formatting, grammar, punctuation, accuracy, and compliance with City and department policies; anticipate departmental requirements; apply extensive or obscure guidelines to a wide variety of work situations; express ideas clearly and concisely, verbally and in writing; set and manage priorities for work in a public environment with frequent interruptions while providing excellent customer service to a wide variety of customers; establish and maintain effective working relationships with other City employees, outside agencies, vendors, public officials and with persons from widely diverse ethnic and economic backgrounds; coordinate efforts among the various divisions; perform word processing, data entry and retrieval work proficiently with attention to detail; demonstrate professional presentation skills.
Ability to: operate a variety of office machines and other equipment including but not limited to personal computer successfully utilizing various computer software programs and tracking systems, telephone, radio, copy and fax machines; work independently with minimal direction; and manage multiple tasks with competing deadlines. Excellent analytical, organizations and time management skills are required.
PHYSICAL DEMANDS
Work is performed primarily in an office environment while sitting at a desk or computer terminal for extended periods of time or while standing for a period of time. Frequently needs to move inside the office to access file cabinets, office machinery, etc. Constant use of both hands in reaching/handling/grasping/fingering while performing duties and operating computers. Occasional heavy work includes lifting and carrying up to 40 pounds. Occasionally ascends/descends stairs and ladders while maintaining balance. Constant use of all senses including feeling/talking/hearing/seeing while performing duties and communicating with co-workers, general public and completing all tasks as assigned. Must be able to distinguish color and maintain long-term and short-term memory. May work in remote locations or in noisy work area. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
UNUSUAL WORKING CONDITIONS
Subject to frequent interruptions and extensive contact with the public. May encounter members of the public who are angry, upset or disturbed. Must be available to work extended hours as necessary before or after regular work hours or weekends.
The City of Yakima is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
Temporary employees are not covered by collective bargaining benefits listed below.
The City of Yakima is a premier employer in the Yakima Valley with extensive opportunities for training and growth. The City offers a competitive benefit package including:
- Comprehensive medical, dental and vision coverage
- FREE healthcare clinic!
- WA State PERS pension plan
- 2% contribution to a 457 deferred compensation plan
- Leave accruals:
- Vacation – Starting at 7.67 hours/month
- Sick – 8 hours/month
- Personal holiday – 2 days
- Observed holiday – 11 holidays
- Up to 5% bilingual/biliterate English/Spanish special pay
- Life Insurance
- Much more!
City of Yakima employees are paid and accrue benefits on a monthly basis.
This position is covered by the AFSCME Municipal collective bargaining unit.
