• Maintains all Planning and Development Services (PDS) records including paper documents, digital information, and microfiche databases. Works within the records management operations including facilitating the retrieval, filing, and storage of information, including quality control in accordance with best practices. Ensures all records, classification of official records, documents and other media procedures meet applicable City, State, and Federal legal requirements. Catalogs, scans, and indexes all types of department documents. Performs quality checks and indexing of files, and ensures they are imaged and indexed correctly into the city’s document imaging system. Acts as a departmental resource for records retention and disposition in coordination with the City Clerk’s office. Provides first point-of-contact support for public records requests. Monitors, reviews, and analyzes public information requests and processes them according to the Idaho Public Records Act. Coordinates with City Clerk and Legal staff on complex requests. Conducts special projects as requested. Performs backup receptionist duties for the PDS Administrative staff. 
• Provides training to staff and the general public in the basic functions of the records center including performing quick searches over the phone and printing case summaries online. Instruct the general public on the use of the PDS Online website and other research tools including the microfiche machines and database systems. Creates and maintains reference material to facilitate database and hard copy research. 
• Performs other duties as assigned. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this position at any time. 

• records management theories, principles, legal requirements and techniques, retention scheduling, archiving, storage, public access, and destruction;
• current trends in information technology pertaining to security, retention, and destruction of various forms of physical or electronic records
• research and writing technique
• general office administration, equipment, and programs, including Microsoft Office suite and Adobe Acrobat Pro.
  Ability to
•  analyze record-keeping systems and identify issues and areas of improvement
• make decisions in new situations in accordance with rules, regulations, and policies
•  establish workload priorities
• prioritize based on such factors as the need for immediate action, work objectives, work schedules, and knowledge of future needs;
• take and transcribe dictation and/or type accurately at a speed necessary to meet the requirements of the position
• read and comprehend complex legal, regulatory, procedural, and/or policy material
•  resolve customer or citizen complaints in accordance with established policies and regulations
• use proper business/telephone etiquette
• interpret rules, regulations, and policies and make decisions based upon them
•  develop and implement clerical procedures from general instructions
• display an attitude of cooperation and work harmoniously with all levels of City employees, the general public, and other organizations;
• communicate effectively in the English language at a level necessary for efficient job performance
• complete assignments in a timely fashion
• understand and comply with all rules, policies, and regulations
• maintain regular attendance
• perform all essential and marginal functions as assigned by an authorized employee, supervisor, and/or manager with or without a reasonable accommodation.
• operate a computer with demonstrated proficiency using a contemporary and related database, word processing, and spreadsheet software applications at an appropriate level for efficient job performance
• extensively use a database for data input and research
• independently investigate and resolve assigned problems
• determine data requirements to organize and compile information from various sources into a concise reporting format.
  Individuals must be capable of operating vehicles safely and have an acceptable driving record.
  Preferred Knowledge, Experience, And Training
  Four years experience in document imaging and administrative support, preferably in a public agency or governmental setting. Advanced knowledge of OnBase/Hyland imaging software, Accela Advantage software, microfiche machines, MS Office Suite and Adobe Acrobat Pro,
  Working knowledge of 
• governmental records retention and public information laws and regulations
• operation and use of electronic imaging systems
• basic research and analysis principles and practices.
•  Ability to recommend, develop, and document processes.
  Knowledge of public records requirements and local, state, and federal record-keeping laws, rules, and regulations.
  Licensing And Other Requirements

Valid state-issued driver's license