Loading...
HomeMy WebLinkAboutRecords SpecialistPage 1 of 2 City of Georgetown JOB DESCRIPTION Job Title: Records Specialist Effective Date: 12/12/14 FLSA Category: Non-exempt Revision Date: XX/XX/XXXX SUMMARY: Assists the Records Coordinator with administering the records management program for the City and provides records management services to all City offices in accordance with the Texas Local Government Records Act and City ordinance. ESSENTIAL FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:  Assists with the managing of City’s compliance with the City’s Records Management policies and procedures as well as federal and state laws regarding records retention, storage and destruction.  Retrieves filed documents in response to requests for information from the public, other City divisions, and other governmental or private sector entities.  Assists with reviewing Records Management Program effectiveness by setting benchmarks and evaluating program performance.  Serves as staff liaison for the Records Management Committee and actively participates in monthly safety meetings.  Assists with developing strategic plans for records and information management practices city-wide.  Assists with reviewing and implementing records retention schedules issued by the Texas State Library.  Assists with developing and maintaining policies and procedures to ensure proper records management for all City divisions and departments.  Partners with Information Technology to develop best practices and procedures and programs related to managing electronic information.  Designs, creates, organizes and maintains specialized and other office files; establishes and maintains confidential, subject and tickler files.  Assists with the retention of records and files; processes automated and hard copy records and files utilizing record retention laws; establishes archival systems (computerized and physical), helps maintain Division records. Serves as back-up to the City Hall front desk to answer phones and greet patrons of city hall.  Provides quality customer service to City staff, the general public, and all other work contacts by receiving and screening visitors and telephone calls; providing information and handling issues; making referrals as appropriate  Performs other duties as assigned or required. MINIMUM QUALIFICATIONS: Education, training and Experience Guidelines Bachelor’s degree from an accredited college or university with major coursework in business and management, records management, public administration or a related field. One year of full-time progressively responsible work experience in an administrative support capacity or records management. OR Additional experience may substitute for education up to Four (4) years. Knowledge of:  Modern public administration and records and information management principles and best practices, including legal requirements for recording, retention and disclosure.  Council/Manager form of government.  Archival issues and trends.  Standard office practices and procedures and customer service procedures;  Knowledge of personnel policies and procedures; city ordinances, policies, and procedures, First Aid procedures.  Knowledge of Laserfiche software a plus. Page 2 of 2 Skill in:  Using computer and various software programs including Laserfiche (or similar), Microsoft Office Suite, or other related programs.  Defining problems, collecting data, establishing facts, and drawing valid conclusions.  Responding effectively, both orally and in writing to inquiries or complaints.  Prioritizing multiple and changing priorities  Effectively articulating information to management.  Use of independent judgment to achieve assigned objectives.  Accurately recording and maintaining records.  Establishing and maintaining effective working relationships with a diverse population.  Communicating effectively, verbally and in writing, to include writing correspondence, office memos, reports, instructions.  Reading, analyzing, and interpreting policy manuals, reports, memos correspondence and other documents.  Paying close attention to details.  Performing basic mathematical calculation for postage, preparation of requisitions, etc.  Reading contract documents, office memos, reports, and correspondence. LICENSES AND CERTIFICATION REQUIREMENTS Valid Class C Texas Driver’s License PHYSICAL DEMANDS AND WORKING ENVIRONMENT Sitting, standing, walking, handling, fine dexterity, reaching, vision, hearing, talking, use of foot controls, bending, crouching, pushing, pulling, lifting, carrying.