Central Records Coordinator

Nature of Work

HIRING RANGE: $26.58 - $31.90 per hour

An employee in this position performs technical, professional, supervisory, and specialized administrative work related to planning, coordinating, directing, and implementing records management programs and the passport acceptance program, and performs a wide variety of complex tasks in support of the City Clerk. This position requires acute attention to detail, the ability to multi-task in a busy environment with frequent interruptions, and a strong desire to serve both internal and external customers while exhibiting a high degree of integrity, courtesy, tact, and sensitivity. While the City Clerk’s Office operates as a team, the incumbent in this position should be self-driven and able to manage and prioritize tasks independently.

Duties and Responsibilities

Coordinates the continued development and maintenance of the citywide central records program.

Works with each city department to identify and categorize records. Oversees physical and electronic document indexing, storage, retention, retrieval, and disposal of records in accordance with the adopted Colorado Municipal Records Retention Schedule (CMRRS).

Maintains central records and records storage facilities.

Coordinates dissemination of records in accordance with the Colorado Open Records Act (CORA).

Obtains legal advice from the City Attorney and ensures compliance with State regulations.

Develops and maintains a central records disaster prevention and recovery plan.

Analyzes information and records management needs of the organization and develops process plans to meet business needs. Recommends and implements records storage and indexing solutions.

Provides guidance to departments for records managements policies and procedures.

Manages the city’s passport acceptance facility program. Develops and implements goals and procedures for the passport program.

Plans, assigns, and supervises work of clerical personnel supporting the passport program. Trains, develops, evaluates, and disciplines clerical staff.

Gathers, interprets, and prepares data for reports and recommendations and coordinates activities with other departments and agencies as needed.

Assists in the development and implementation of the department’s goals, objectives, policies, and procedures.

Prepares documents for City Council packets.

Catalogues and maintains various records including City Council ordinances, resolutions, and proclamations.

Prepares, publishes, and posts various legal notices, agendas, meeting information packets and minutes.

Assists with codification and distribution of updates to the Northglenn Municipal Code.

Maintains membership information for city boards and commissions. Tracks term expirations, receives applications for appointments and coordinates the filling of vacancies.

Coordinates the receipt, verification, retention, and maintenance of original documents such as contracts, agreements, bonds, and certificates.

Records nuisance and utility liens with County Clerk and Recorder.

Utilizes financial system to input payment requests and ensures that purchasing policies are being followed for all purchases made.

Assists City Clerk with municipal elections; assists the public with voter registration and general election questions.

May serve as the clerk to the Citizens’ Affairs Board (CAB), Community Co-Production Policing Advisory Board (CCPP), and back-up clerk to City Council and the Liquor Licensing Authority (LLA).

May function as Acting City Clerk in the absence of the City Clerk and performs other tasks as assigned by the City Clerk.

U.S. Department of State Passport Application Acceptance Agent.

State of Colorado Notary Public.

Education and Experience

Any combination of education and training equivalent to graduation from high school plus a minimum of five years of progressively responsible administrative experience in positions where the following knowledge, skills, and abilities are routinely demonstrated. Supervisory experience is also desirable.

Certified Municipal Clerk (CMC) and Certified Records Manager (CRM) designations are highly desired.

Ability to obtain certification as a U.S. Department of State Passport Application Acceptance Agent and State of Colorado Notary Public within 3 months of hire. REQUIREMENTS: Section 51.22.b

Desire to provide a high level of customer service in an environment where diversity is valued and respected; ability to make customers the first priority and adapt behavior and communication style to the needs of the customer.

Ability to bring high energy, prioritize assignments, and work efficiently despite frequent interruptions.

Ability to read, interpret, and adhere to various federal, state, and city codes, statutes, rules and regulations; ability to effectively and accurately communicate the same orally and in writing to technical and non-technical audiences.

Ability to maintain strict confidentiality.

Excellent working knowledge of business English and ability to compose well-organized reports, forms, and correspondence.

Ability to maintain large amounts of data in an efficient and orderly manner.

Ability to establish and maintain effective working relationships with City Council, leadership staff, legal counsel, contractors, state and federal agencies, co-workers and the public.

Ability to work on complex projects with minimal supervision.

Ability to supervise, direct, train, and motivate employees.

Ability to resolve problems, mediate, or facilitate cooperation among internal and external parties.

Ability to conduct studies and analysis on records management, passport acceptance facility, and board and commission programs to determine recommendations based on the information received.

Proficiency in the operation of essential equipment is needed to perform all functions of the position.

Supplemental Information

This is a non-exempt position (eligible for overtime compensation)

Any one position may not include all of the duties listed nor do the listed examples include all duties which may be found in positions of this class.

Performs work using recommended and required personal protective equipment (PPE) as described in the Job Safety Analysis (JSA) for each task.

Attendance is an essential function of the job.

Regular Full-Time

Employee works in a position that is classified as 40 hours per week. Eligible for full benefit package including medical, dental, life and LTD insurance; pension and general leave and optional benefits.

Regular Part-Time 30

Employee works in a position that is classified as 30 hours per week. City pays contribution toward employee only medical and dental insurance. Employee can pay the difference to cover spouse and/or children. Life & LTD insurance coverage is provided. Employee participates in the City's pension plan and the City contributes to the plan. Employee accrues general leave on a pro-rated basis and optional benefits.

Regular Part-Time 20

Employee works in a position that is classified as 20 hours per week but less than 30 hours. City pays contribution toward employee only medical insurance. Employee accrues general leave on a pro-rated basis and the City pays 3.75% toward deferred compensation and optional benefits.

Regular Part-Time

(less than 20 hours/wk)

Employee works is a position that is classified as less than 20 hours per week. Employee accrues general leave on a pro-rated basis and the City pays 3.75% toward deferred compensation.

Part-Time (No Benefits)

Employee works in a position that is classified as a "no benefit" position (i.e., Fitness Instructor, Scorekeeper, Substitute Lifeguard). Employee is not eligible for benefits and pays 7.5% toward deferred compensation.

Seasonal/Temporary

Employee works in a position that is classified as a short-term position, is not eligible for benefits and pays 7.5% toward deferred compensation.