Records Specialist

In order to be considered for the position; applicants must attach a cover letter, no longer than one (1) page in length, that highlights your abilities in the following areas:

• Experience coordinating and/or administrating public records disclosure and retention
• Records management experience
• Excellent attention to detail

***APPLICANTS THAT DO NOT INCLUDE A COVER LETTER WILL NOT BE CONSIDERED FOR THE POSITION.***

 

GENERAL PURPOSE:   Under general supervision, provide administrative and technical records management support in the City Clerk’s Office. The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Conduct and coordinate various projects under the direction of the Clerk Supervisor. 
• Preserve and maintain City records.
• Review and evaluate retention schedules.
• Provide notary and ancillary citizen services.
• Assist as directed with department files and records; redact records according to established guidelines.
• Compile statistical data; prepare a variety of technical and statistical reports; compile management reports; update various information and forms.
• Coordinate with Clerk Supervisor for the purpose of archiving records in collaboration with all City Departments. 
• Process requests for public records and collect information for release by the Clerk Supervisor. 
• Coordinate destruction of eligible documents per State retention schedules.
• Prepare permanent documents for off-site storage and/or microfilming for disaster recovery.
• Accept legal documents on behalf of the City.
• Process legal recordings as directed by the Clerk Supervisor.
• Effectively work with legal counsel and have the ability to research, understand and implement Arizona Revised Statutes.
• Work closely with City Clerk staff, Council and Council staff, Management staff, and other department staff; fostering an open, positive, communicative relationship with internal and external customers.
• Maintain strict confidentiality and demonstrates ethical behavior.
• Perform other duties as assigned or required.

 Education and Experience:
Associate’s Degree and three years administrative records support experience; must become a Notary Public within six months of hire date if not currently one and obtain all necessary certifications; OR an equivalent combination of education and experience. 
 
Necessary Knowledge, Skills and Abilities:
Knowledge of: 

• City policies and procedures.
• Procedures and policies of the City Clerk Department. (Basic personnel rules, accounting and budgeting systems).
• Principles of Public Records Law.

Skill in:

• Computer software programs including MS Word, Excel, Access, Powerpoint, Outlook
• Locating basic Federal, State, and County legal standards under the guidance of the City Clerk.
• Assessing and prioritizing multiple tasks, projects and demands Operating a personal computer utilizing a variety of business software Preparing accurate reports, documents and correspondence.
• Effective oral and written communication.
• Managing processes related to records management.
• Ability to create and provide presentations to various audiences.

 Ability to:

• Communicate effectively both verbally and in writing.
• Establish and maintain positive, effective working relationships with those contacted in the performance of work.
• Transcribe documents in a timely manner.
• Read and comprehend complex laws, regulations and legal documents.
• Establish and maintain positive working relationships with the City Council, City Manager, City staff, co-workers and the general public.

Special Requirements: None
Physical Demands / Work Environment:  Work is typically performed in an office setting with occasional lifting of 50 pounds or less.
Reports To: Clerk Supervisor
Supervision Exercised: None
FLSA Status: Non-Exempt
Work Schedule:  In office, Monday - Friday 8 a.m. - 5 p.m.

Salary : $48,734 - $60,986