Records Analyst

LOCATIONS: Vestavia Hills

TARGET CLOSE DATE:

09/11/2026

PAY GRADE:

Grade 18

TYPE:

Full time

JOB SUMMARY:

The City of Vestavia Hills is seeking a qualified Records Analyst to provide customer service, records management, and administrative support to ensure efficient operations and compliance with applicable policies and regulations. Responsibilities include responding to inquiries, resolving records-related issues, maintaining and securing physical and digital records, conducting audits, managing retention and destruction schedules, digitizing documents, and ensuring data integrity. Employees serve as a liaison with internal departments, vendors, and external agencies; coordinate records storage and retrieval; provide training; and recommend process improvements. This position may also serve as a lead worker by assisting with work assignments, training, scheduling, and monitoring staff. Additional duties include preparing correspondence and reports, maintaining documentation, coordinating communications, and supporting departmental activities.

COMPENSATION & BENEFITS:

The City of Vestavia Hills provides competitive pay and comprehensive benefit packages to include medical and dental insurance, employer-sponsored retirement plan (pension), generous paid holidays, sick and vacation leave, and more.

The pay range for this job is listed below:

$47,569 - $73,798

MINIMUM QUALIFICATIONS:

The following are job-related qualifications required for employment consideration for this position.

• Driver's license.

• Work experience using computer software for the purpose of organizing and tracking records, files, and documents (e.g., Microsoft Access, Publisher, Excel, Outlook, Multi-Purpose Printer, Scanner).

• Experience working with a Records Retention System that requires the adherence to policies, procedures, and legal guidelines outlining the handling, storage and destruction of records.

• Experience conducting research for the purpose of gathering information from various sources (e.g., internet, historical/archived documents and information).

• Experience explaining policies, procedures and/or legal guidelines for the purpose of training personnel, responding to client/customer inquiries, and/or relaying information.

TYPICAL JOB DUTIES:

• Maintains records by entering, updating, and organizing data using record management software in accordance with organizational and professional standards and guidelines to ensure accuracy of documentation and compliance with regulatory and organizational requirements.

• Acts as a liaison of the department by collaborating with internal and external stakeholders and vendors to communicate information related to department activities and ensure alignment with overall business objectives and operational requirements.

• Provides service to internal and external customers by responding to inquiries, resolving issues, and directing individuals to appropriate resources through in-person, phone, or electronic communication.

• Performs general administrative duties such as scheduling, maintaining documentation, and correspondence preparation by applying established office procedures and using relevant software to ensure departmental operations.

• Manages inventory levels to ensure adequate stock of materials and supplies by conducting regular inventory audits, tracking usage patterns, and following organizational inventory control procedures, to prevent shortages, minimize excess, and support uninterrupted operations.

• Serves as a lead worker by providing guidance, assigning tasks, monitoring work progress, and assisting with training and problem-solving to support team effectiveness without performing formal supervisory functions.

• Engages in professional development by attending training, conferences, classes, etc., to maintain professional certifications and licenses, and remain abreast of current practices, trends, and regulatory changes relevant to the field.

PHYSICAL DEMANDS:

Job involves physical exertion required for sustained periods of light physical activity such as walking or standing. Job may require climbing stairs/ladder and lifting objects up to 50 pounds.

WORK ENVIRONMENT:

Work is conducted almost exclusively indoors in a warehouse setting. Work involves use of standard office equipment, such as computer, phone, copier, etc.

EEO STATEMENT:

The Personnel Board of Jefferson County provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment with the Personnel Board of Jefferson County, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. Each Merit System member city/agency operates its own equal employment opportunity policies available on the individual city/agency website.

ACCOMMODATION:

NOTE:

This job posting may close before, or be extended beyond, the listed Target Close Date based on the employment needs of the Merit System. More detail regarding this job is available by clicking Apply.

DISCLAIMER:

This job posting is not meant to be an all-inclusive list of the job duties, responsibilities, or skills and abilities required for this position and may be changed at the discretion of the Personnel Board at any time.