Records Technician

$17.41/hour - depending on qualifications: Full-Time employer-paid benefits package (medical, dental, vision, life, paid time off, retirement)

Job Title: Records Technician

Department: City Clerk

FLSA Status: Non-Exempt

SUMMARY: This is a responsible position that promotes the efficient, effective and economical management of public records. Ensure proper records management and records information is available when and where it is needed, in an organized and efficient manner and is stored in an appropriate environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES: The following are not to be construed as an exclusive or all-inclusive listing of skills and abilities required to perform the job. Management may delegate other responsibilities as required.

• Responsible for all city records such as ordinances, resolutions, contracts, agreements, leases, deeds, meeting minutes, general correspondence, etc.
• Maintains knowledge of public records retention rules and regulations; maintains all records in a complete, orderly, and accessible manner.
• Performs research and retrieval of records.
• Prepares and responds promptly and in a courteous manner to all public records requests, both external and internal.
• Responsible for all records management, both hard copy and electronic (Laserfiche), to ensure the proper retention, retrieval, and destruction of records according to all federal, state, and local requirements.
• Operates various types of equipment, such as computer scanning equipment, addressographs, mimeographs, optical character readers, and bar-code sorters.
• Interprets and apply state retention schedules to the city’s archival documents.
• Maintains completeness, integrity and custody of documents, maps, plats, and files received into the City Clerk’s Office, regardless of format and to include paper, electronic, and audio/visual.
• Identifies records eligible for destruction and scheduling such destruction.
• Assist other departments with packing methods and regulatory requirements for storage or retention.
• Provides notary and/or witness services as requested or required.
• Assists other staff in order to ensure compliance with the policies, procedures, and practices of records management program.
• Attends classes/webinars to keep current on Florida record management laws.
• Provides administrative and clerical support as needed.
• Performs other related duties as assigned.
  
  

SUPERVISORY RESPONSIBILITIES: Supervision of other city employees is not required of this position.

Qualifications

Education and Experience: High School Diploma and one (1) year of work experience involving record management field or document and inventory control.

Licenses Or Certifications

Valid driver’s license required.

Public Notary certification desired.

Special Requirements

None.

Knowledge, Skills And Abilities

• Knowledge of filing systems (alpha/numeric).
• Knowledge of state and local policies regarding records management and governing the release of information.
• Knowledge of the technical aspects of document imaging/scanning.
• Knowledge of LaserFiche™ software.
• Skill in the use of small office equipment, including copy machines or multi-line telephone systems.
• Skill in using computers for data entry.
• Skill in using computers for word processing and/or accounting purposes.
• Skill in the creation of spreadsheets or automated record keeping system(s).
• Ability to read a variety of professional, technical and administrative documentation, directions, instructions, methods and procedures.
• Ability to produce reports with proper format, punctuation, spelling and grammar, using all parts of speech.
• Ability to learn and understand subject matter principles and techniques.
• Ability to interpret statutory regulations in order to ensure compliance.
• Ability to acquire and expound knowledge of topics related to primary occupation.
• Ability to utilize mathematical formulas; add and subtract, multiply and divide totals; determine percentages; and determine time and weight and interpret same as may be appropriate.
• Ability to inspect items for proper length, width and shape.
• Ability to differentiate colors and shades of color.
• Ability to interact with people (staff, supervisors, general public and elected officials) beyond giving and receiving instructions to include tactfully mediating conflicts and achieving positive results.
• Ability to perform under minimal stress when confronted with an emergency.
• Ability to communicate and organize effectively.
  
  

PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. This position will require the employee to routinely lift or carry boxes of records weighing up to 30 pounds and to routinely ascend/descend a step ladder for placement or retrieval of records on shelving up to 7 feet. Must be physically able to operate a variety of essential job-related machines and office equipment. Must be able to move or carry essential objects or materials. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Career Development

• Continuing Education (seminars, job-related coursework at post-secondary institutions, continuing education credits/CEU’s)
• Training (Either as participant or trainer)
• Involvement in relevant professional or technical associations
• Volunteering to take responsibility for special projects, cross training
  
  

The City has the right to revise this description at any time. This

description does not represent in any way a contract of employment.

Miscellaneous Information

Background check required.