Customer Support Specialist- Records Clerk

Position Information

Current Title Customer Support Specialist – Records Clerk

Department Legislative and Judicial Services

Division Public Information

FLSA Non-Exempt

Job Summary

Performs a variety of administrative functions involving the activities of the Office of the City Secretary. Assists with coverage and communication to the City Hall reception/customer service desk, providing front-line customer care and administrative support to the City Secretary’s office and other assigned programs and activities. This position is required to communicate frequently with residents, local businesses, guests, vendors, executive directors, staff supervisors, and elected/appointed officials. This position requires judgment and knowledge of routine office procedures and policies related to the work of the City Secretary’s Office and excellent customer service.

Essential Job Functions

1. Provides administrative and clerical assistance as required for the City Secretary’s Office; maintains files, answers the telephone, greets the public and works to resolve issues in a timely manner.
2. Assists in the preparation of letters, proclamations and various correspondence, as assigned. 
3. Assists in submitting notices for public hearings and various newspaper publications. 
4. Assists in preparation of boards and commissions workbook for city council annual appointments and all other matters regarding boards and commissions, including the annual banquet. Monitors the City website to ensure accurate and current information posting for department. 
5. Receives telephone calls and visitors for the mayor’s office and City Secretary’s division; ascertains nature of business to direct to appropriate department.
6. Assists with records management and maintains office files, Laserfiche and indexes City records. 
7. Assists in all aspects of the City’s Records Management Program as directed.
8. Responsible for inventory and ordering office supplies for department. 
9. Opens, date stamps, and distributes mail for the mayor, city council, and City Secretary’s Office; gathers City Council mail for delivery each week. 
10. Monitors minutes of advisory boards to City Council agenda for review and appropriate placement on City’s website and permanent records. 
11. Communicates with tact and diplomacy.
12. Interacts professionally and respectfully with the public, coworkers and others in the course of daily work.
13. Adheres to Hurst’s Code of Ideals and The Hurst Way. Fosters positive employee relations and employee morale on a City-wide basis.
14. Performs other duties as assigned.
15. Regular and timely attendance are required for this position.
16. Interacts professionally and respectfully with the public, coworkers, and others in the course of daily work.

Skills, Knowledge and Abilities

• Ability to work as a positive team member and in accordance with the City’s Code of Ideals.
• Skills in effective oral and written communication.
• Good judgment and knowledge of office routine, procedures, and policies related to the office to the City Secretary.
• Ability to work independently and carry out assignments to completion with minimal instructions and supervision. 
• Ability to type at least 50 correct words per minute (skills test may be given). 
• Ability to operate and care for standard office equipment such as copy and fax machine, calculator, multi-line telephone and personal computer including standard software such as MS Word and Excel and standard email system with proficiency in electronic file management. 
• Ability to learn and follow practices and procedures used in the Legislative and Judicial Services Department. 
• Excellent customer service skills with the ability to communicate courteously and effectively with co-workers, elected officials, and the public in person, by telephone, and in writing. 
• Ability to stand or sit for extended periods of time to operate standard office equipment, including computer keyboard and monitor, telephone, copier, and fax machine.
• Ability to move records storage boxes weighing up to 20-30 pounds onto 7-8 foot shelving. Ability to reach above head and bend down to file at various heights. Ability to endure changes in temperature and exposure to dust. 

Minimum Education, Certification, and Experience Requirements

• High school diploma or equivalent and five years directly related administrative experience or an equivalent combination of education, training and/or experience that provides the required knowledge, skills and abilities to perform the essential functions of the position.
• Records Management experience highly preferred. 
• Must have regular and punctual attendance, reliable transportation, and flexibility to work occasional overtime as directed. 
• Must pass a pre-employment drug screen.
• Must pass a criminal background check and credit check.
• Must have a valid Texas driver’s license with an acceptable driving record as defined by City policy.
• Due to Criminal Justice Information Security (CJIS) requirements, the candidate must never have been convicted, put on court-ordered community supervision, or probation for any criminal offense above the grade of Class B misdemeanor or a Class B misdemeanor within the last ten years from the date of the court order. Class A Misdemeanor Conviction, Deferred Adjudication, or Felony Conviction are permanent disqualifiers.

Physical Demands and Working Conditions

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the essential functions of this position, the employee is regularly required to perform light to medium work that involves walking or standing, use the computer keyboard and mouse, use hands to finger, handle, or feel, reach with hands and arms, talk and hear, stand, walk, and stoop, or crouch. This position requires occasional lifting and/or moving of records storage boxes, files, and office materials weighing approximately 20-30 pounds. Duties may include transporting records boxes to and from offsite storage areas and shelving files. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. This job requires the ability to work in an office environment where the noise level is usually moderate.

While performing the essential functions of this position, the employee may occasionally be exposed to dust, paper fibers, and minor environmental irritants when handling archived records or working in records storage areas. 

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by the person assigned to this position. They are not intended to be an exhaustive list of responsibilities, duties and skills required. This job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and the job requirements change.

Salary : $20 - $30