Municipal Records Coordinator

The Municipal Records Coordinator is responsible for maintaining the processing and retention of a centralized records system involving classifying, indexing, filing, storing and retrieving a large volume of material. This employee must work independently and exercise judgment in applying procedure and guidelines to new and different record activities. In addition, this position is responsible for establishing filing system procedures and maintaining classification indexes and files in a variety of legal and official instruments and documents involving the analyzing of subject matter of records, selecting subject heading as guides for filing of materials in accordance with an established system and producing of records and information upon demand. Participates in the development of procedures related to the storage and retrieval of official documents. Coordinates the storage for the department and city records through the Archive Records room including the indexing, selection and establishment of cross references, arranging the records in files and storage areas, maintaining the records for the various City Boards, processing the sorting of incoming mail, performing duties associated with the city cemeteries, taking minutes and preparing a rough draft of minutes for the City Council Meetings, coordinating the processing of annexation documents, coordinating the filing of documents with the various County officials, providing backup support for processing the receipt of cash and accounting for the funds at the close of business each day, typing, filing, reception and referring the public to other departments. This position works under the general supervision of the City Clerk-Treasurer.

1. Acts as main reception contact for office area, including phone calls.
2. Types correspondence and maintains central business files for department.
3. Processes records for the department, sets up files, maintains and develops databases of files, including the establishment of subject matter indexing.
4. Processes city records from all departments through the Central City Archive Records room. Evaluates and implements the State requirements for the safekeeping and the destruction of records, and coordinates the destruction and retention process for all records processed through the Central City Archive Records Room.
5. Establishes and maintains systems and procedures for storage of materials and the retirement schedules for the disposition and disposal of records in compliance with State guidelines and requirements.
6. Prepares and maintains the records for the various City Boards, implements the guidelines for the processing of applications to the boards.
7. Assists with the sorting of incoming mail, maintains adequate postage on postage meter.
8. Sells cemetery lots, prepares deeds for signatures, processes and coordinates services needed for burial, maintains permanent records and database on the cemetery lots, researches ownership of lots as needed.
9. Alternates with the Assistant City Clerk in attending City Council meetings, takes notes for the preparation of minutes, prepares first draft of minutes, sets up Council Chamber for meetings.
10. Distributes to various departments copies of ordinances, minutes and resolutions as applicable to the department.
11. Serves as a backup to the Assistant City Treasurer with receipting of monies processed through the department and verifies the cash receipts and deposits daily.
12. Maintains deeds and information on permanent assets of the city.
13. Coordinates and distributes updates to the Municipal Code of Ordinances.
14. Coordinates and mails all records that require filing with other governmental agencies such as deeds and easements approved or received by the city.
15. Serves as major researcher for department, researches minutes, ordinances, and other information as needed.
16. Provides Notary services to the public and for department related documents.
17. Demonstrates continuous effort to improve operations, decrease turnaround ties, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.

Job Conditions:

1) Normal office working conditions; 2) job may require occasional overtime and work on weekends, 3) frequent interruptions and some evening meetings, 4) must be able to work varying hours, extended hours, weekends and holidays and at times with little or no notice, etc., 5) Must maintain a strong driving record for city insurance purposes and record may be periodically checked by the city, 6) Strong background record required, due to accessibility to city monies, records and frequent interaction with public.

Knowledge of principles and procedures used in maintaining and controlling a complex filing system. A high school diploma is required, and a two-year degree or more is preferred in areas related to duties. Three years of work experience in an office work environment necessary, including two years of experience working with a large central records system. Competency with Microsoft Word, Access and Excel required.

1. Knowledge of general office procedures
2. Typing skills
3. Ability to learn various computer software programs used in the department
4. Ability to establish and maintain a master indexing system for records retrieval by subject matter and other records system as needed to provide the efficient retrieval of city records or disposition
5. Ability to operate calculator, telephone, copier, computer and other office equipment.
6. Verbal skills to communicate with city employees and the public
7. Writing skills to compose general correspondence and minutes of council meetings as required.
8. Math skills to perform functions related to processing the deposit of funds
9. Reading skills to comprehend written instructions, city and state code regulations and general correspondence
10. Ability to follow instructions and to work independently
11. Prioritization, organization, scheduling and follow-up skills required.
12. Knowledge of State Code on Public Records.

Physical Capabilities:1) ability to lift 25 pounds, 2) ability to be mobile in order to handle boxes of documents and files; 3) ability to communicate verbally and in writing with public, 4) occasionally lift and carry up to 25 pounds, 5) ability to stand/sit for extended periods of time, 6) ability to work on computer and telephone for extended periods of time, 7) must be able to drive, 8) must have full range of physical motion in order to operate various office equipment and boxes of records independently and in a timely manner, 10) ability to travel for training, 11)Ability to hear well enough to take minutes at meetings in a prompt manner.

Employment Type: Regular Full-Time