Records Assistant Temporary

The City of Sparks is currently seeking to hire one (1) Records Assistant Temporary in the City Clerk Division of the Management Services Department.

Application Tips

• COMPLETELY fill out and update your general online application before attaching it to any new job posting. HR reviews information listed on the application submitted to the specific job posting. HR does NOT use personnel files in the screening process.
• Contact information: use an email address you can easily access at any time.
• The Qualifications section below is your guide to understand what the City is looking for on your application, use this to your advantage. It is up to the candidate seeking employment/promotion to include all relevant information for qualification purposes, on the application the candidate submits to be considered for the job.
• DO attach: licenses/transcripts/certificates that will demonstrate you meet the education or certification requirements (see qualifications section to determine what documents to attach) or preferred experience/education.
• DO NOT attach resumes or cover letters. The City of Sparks does not review these items with the application.
  
  

This recruitment is scheduled to close on Thursday, January 15, 2026 but may close without notice if/when early recruitment decisions are made so please do not delay in filling out and submitting a complete application.

If you have any questions, please email hrstaff@cityofsparks.us. The City of Sparks is an Equal Opportunity Employer.

Description

Assist in the implementation, administration, and maintenance of a records management program for the City. Provide administrative support to the City Clerk's office.

DISTINGUISHING CHARACTERISTICS

This is an entry level position in the City Clerk's office, expected to perform duties under general supervision.

Applicants must possess the following minimum qualifications to continue in the recruitment process:

Education And Experience

High School Diploma or equivalent and one (1) year of general clerical or records processing in a professional setting experience involving direct public contact and customer service OR an equivalent combination of education and work experience.

Licenses And Certificates

Specified positions may require possession within six (6) months of hire and maintenance throughout employment, of a Notary for the State of Nevada License.

Specified positions may require possession within thirty (30) days of hire and maintenance throughout employment, of the equivalent to a valid Nevada Class C driver's License.

Perform duties involving the administration and maintenance of the City's records management program. Sort and file records, maintain files, conduct systematic searches for misplaced records and maintain cross reference files in compliance with federal, state, and local laws and regulations as directed.

Adhere to State of Nevada retention schedules and provide for records retention including scanning, microfilming, digital records, retrieval, reproduction, and storage of archival data to include business licenses, building plans, engineering, planning entitlements, surveying, employee information, contracts, ordinances, resolutions, deeds and e-mail archive. Work with specific recordkeeping software and databases.

File, store and retrieve city records for public and internal use. Import documents into records archive. Respond to and process public records requests when workload or staffing requires.

Repair and salvage poor quality original records. Utilize software and programs to digitize and recover damaged or lost records. Ensure records are purged or destroyed as directed.

Provide administrative support, including but not limited to assistance and information to city staff, in person, in writing, and over the phone.

Understand and follow verbal and written instructions. Maintain confidentiality of private information. Organize work, meet critical deadlines, and follow up on work assignments.

Perform other duties which may be assigned.

Knowledge, Skills, And Abilities

• Knowledge of and ability to read and understand ordinances, codes, rules, policies, and procedures pertaining to the position including the Nevada Revised Statutes, City Charter, and Nevada Public Records Act
• Knowledge of and ability to read and understand federal, state, local laws, codes, and regulations governing the retention, preservation, and disposition of records
• Knowledge of records retention principles and protocols and methods and techniques of recordkeeping
• Knowledge of all document and record types and ability to handle all types as necessary
• Knowledge of principles and practices of customer service
• Ability to arrange multiple projects effectively to be completed within expected deadlines
• Ability to use computer applications and software related to the work including Microsoft Office on OnBase by Hyland
• Ability to establish and maintain positive and effective working relationships with those contacted during work
  
  

Physical Demands

Aside from working in a general office environment while using standard office equipment, the majority of the work is sedentary in nature. The person in this position will be expected to be effective in the face of workplace stressors such as, but not limited to, exposure to confidential information, maintaining the security of information, customer service complaints, competing priorities of reasonable or high significance to the successful function of the department, etc. Requires the ability to move storage boxes and lift and carry up to 45 pounds.

SUPPLEMENTAL JOB POSTING INFORMATION

• This position is Non-Exempt under FLSA guidelines
• This position is part-time, temporary, and at-will
• This position reports to the Chief Deputy City Clerk
• Supervision exercised: None
• May be called back, held over, work off-hours, nights, weekends, and holiday shifts as required
• May be required to work during emergency circumstances or inclement weather conditions
• May be required to pass a pre-placement drug screen and background investigation
  
  

Human Resources will require prior to hire for the position, necessary documentary evidence to be submitted for fitness of any qualification. Any requirement not met for the advertised position will be cause for Human Resources to decline to examine, certify or hire the applicant.

Recruitment Communication

Human Resources will be contacting you at various stages of the recruitment process via e-mail only, even if you have chosen U.S. mail for prior application processes or for applications with other agencies. Please make sure your e-mail address is accurate.

Reasonable Accommodation

Human Resources will make efforts to provide reasonable accommodations to disabled candidates in the selection process. If you have special needs, please notify the Human Resources office when you turn in your application or at least three days prior to the interview by email at HRStaff@cityofsparks.us or call our office at (775) 353-2345.

Disclaimer

The City of Sparks hires and promotes candidates based on a competitive merit selection process, which may include any or all of the following screening for minimum qualifications, supplemental questionnaires, interviews The City of Sparks reserves the right to select applicants who demonstrate the best combination of qualifications for the position.