What are the responsibilities and job description for the Records Clerk position at Town of West Hartford?
The Records Clerk performs responsible clerical and administrative work involving the maintenance, processing, and retrieval of official Town records. This position ensures accurate recordkeeping, supports public access to information, and maintains compliance with applicable state and municipal record retention requirements.
The Records Clerk plays an important role in supporting transparency, operational efficiency, and customer service for residents and internal departments.
Key Responsibilities
Records Management
Maintain, organize, and update physical and electronic records in accordance with established retention schedules
File, scan, index, and archive documents accurately and efficiently
Retrieve records upon request for staff, residents, and authorized agencies
Assist with records disposal and archiving in compliance with regulations
Customer Service & Public Assistance
Respond to in-person, phone, and email inquiries regarding public records
Assist residents with record searches and application forms
Process requests for copies of official documents and collect applicable fees
Maintain confidentiality of sensitive or restricted information
Data Entry & Administrative Support
Enter and update data into record management systems and databases
Verify accuracy and completeness of submitted documents
Prepare routine correspondence and reports
Support department staff with general clerical tasks
Compliance & Quality Control
Ensure adherence to state public records laws and Town policies
Assist with responses to Freedom of Information (FOI) requests
Maintain organized filing systems to ensure efficient access and audit readiness
Qualifications
Education & Experience
High school diploma or equivalent required
One (1) to three (3) years of clerical or administrative experience preferred
Knowledge, Skills & Abilities
Experience in records management or municipal government preferred
Strong attention to detail and organizational skills
Ability to maintain confidentiality and exercise sound judgment
Proficiency in Microsoft Office Suite and data entry systems
Effective written and verbal communication skills
Ability to work independently and as part of a team
Strong customer service orientation
The Records Clerk plays an important role in supporting transparency, operational efficiency, and customer service for residents and internal departments.
Key Responsibilities
Records Management
Maintain, organize, and update physical and electronic records in accordance with established retention schedules
File, scan, index, and archive documents accurately and efficiently
Retrieve records upon request for staff, residents, and authorized agencies
Assist with records disposal and archiving in compliance with regulations
Customer Service & Public Assistance
Respond to in-person, phone, and email inquiries regarding public records
Assist residents with record searches and application forms
Process requests for copies of official documents and collect applicable fees
Maintain confidentiality of sensitive or restricted information
Data Entry & Administrative Support
Enter and update data into record management systems and databases
Verify accuracy and completeness of submitted documents
Prepare routine correspondence and reports
Support department staff with general clerical tasks
Compliance & Quality Control
Ensure adherence to state public records laws and Town policies
Assist with responses to Freedom of Information (FOI) requests
Maintain organized filing systems to ensure efficient access and audit readiness
Qualifications
Education & Experience
High school diploma or equivalent required
One (1) to three (3) years of clerical or administrative experience preferred
Knowledge, Skills & Abilities
Experience in records management or municipal government preferred
Strong attention to detail and organizational skills
Ability to maintain confidentiality and exercise sound judgment
Proficiency in Microsoft Office Suite and data entry systems
Effective written and verbal communication skills
Ability to work independently and as part of a team
Strong customer service orientation