Records Management Specialist AF

The Records Management Specialist serves as a contact to the general public and internal customers on public records requests, business licenses, registrations, solicitation permits, and applications for city boards and commissions and neighborhood association recognition. The Records Management Specialist reviews, processes, guides customers on proper procedures, resolves customers’ complaints and maintains a wide variety of records in compliance with municipal, state, federal laws and policies. This position assists with the conduct of municipal elections, including, candidacy and campaign finance filings, ballot issuance and reconciliation and responding to voter registration and voting inquires.  Assisting with absentee, early and Election Day voting duties is also necessary. This position is responsible for records retention, tracking, retrieving and disposition of office city records, in accordance with the municipal and state retention schedule and policies.  Provides assistance in the preparation and conduct of Governing Body meetings, to include agenda, minute and agenda packet dissemination and responds to customer inquiries related to public meetings.

Education / higher education:   High School Graduate or equivalent

Minimum number of years of directly related experience:  Three (3) years’ of customer service experience and similar government office clerical duties or relevant environment.

Education and/or experience preferences: Associates degree. Prefer experience in records management, the Open Meetings Act, election administration, and experience in a City Clerk’s office.

Driver’s License requirement:    Infrequent Driver -- Regular Driver's License     Required Endorsements:  None

Note -- For any driver, driving record must always meet City driving and insurability standards.

Required certifications, licenses or registrations:  None

Preferred certifications, licenses or registrations:  Records Management Certification preferred.

Knowledge:  Public records retention, public meetings, and election rules, practices, and procedures. Customer service techniques.  Considerable knowledge of modern office practices and procedures, filing, record maintenance, business English, and spelling.    Basic knowledge of local government structure, operations and legislation governing office duties; financial recordkeeping, and records research.  

Skills:     Must be able to type rapidly and accurately enough to successfully produce documents/spreadsheets, communicate via e-mail, or perform data entry as necessary to accomplish the essential functions of the position (should be able to test at 45 net wpm).  Operation of standard office equipment and computer software including word processing, spreadsheets, database, copies, multi-line telephone, document scanning and facsimile. Intermediate computer applications such as Word, Excel spreadsheets, e-mail systems and calendar management system. Handling of extensive public contact which involves multi-tasking, competing demands, and conflict resolution.  

Abilities:  Acquire in-depth knowledge of department programs, polices, procedures and processes; Acquire in-depth knowledge of the mainframe computer system utilized by the City. Read and interpret documents such as safety rules, operating and maintenance instructions, procedure manuals and legislation.  Maintain complex records and filing system, to include a large variety of detailed records and maintain computerized records database efficiently and accurately. Compose routine reports and correspondence.   Demonstrate sound judgment in resolving problems that do not need the supervisor’s immediate.  Apply standards of alphabetic, numeric, and subject-matter filing with a high degree of accuracy. Establish and maintain effective, professional relationships with co-workers, other City employees, the governing body and the general public. Communicate effectively orally and in writing.  Maintain strict confidentiality.  Understand and follow oral and written instructions.  Complete work assignment by scheduled deadlines and perform necessary procedural matters without immediate supervision.   

Interaction with Groups/Agencies/Entities:   Internal: Works directly with the Governing Body, as staff liaison. Works with department supervisors/managers and City staff on registrations, licenses, permits, record retention and requests relevant to the City Clerk’s Office. External: Responds to requests from the general public for public records.  Receives and distributes subpoenas from the courts and attorneys.  Works with prospective and current business owners and the general public to obtain registration/license/permit and in problem solving, provides accurate information in person and via telephone in a courteous and efficient manner.

The following functions are typical for this position.  The omission of specific functions does not exclude them if the work is similar, related or a logical assignment for this position.   Other duties may be required and assigned.

• Functions as the initial contact representative for the City Clerk’s office from internal and external customers both in person and by telephone.  Receives and processes Business Licenses, Registrations, pyrotechnic display applications, and Solicitation Permits, including coordination with various City departments and ensures all activities are accurately entered into the City’s computer system
• Issues registrations and licenses and directs to appropriate staff and/or outside agencies to resolve technical questions. Coordinates the flow of registrations and licenses to other staff by routing of applications. Monitors the review/approval process. Assigns registration/license/permit type in order to initialize the applicable application process.  Confirms contractors are licensed and all other trades/services/businesses requiring licensure are credentialed appropriately. Research file and works directly with building inspectors, code enforcement officers and the Fire Marshall to ensure all levels of required review have been fulfilled prior to issuing a registration/license/permit. Coordinates inspections when needed.   Enters information and maintains the City’s business/license/solicitation permit system. Track, prepare and mail renewal notices for Business Registrations and Licenses in computer system Research and monitor non-compliance of business registrations/licenses/permits and maintain case file for use by City Attorney’s Office or Code Enforcement to pursue legal action.
• Assists with receiving, tracking, coordinating, and maintaining all formal requests to inspect city-wide public records in accordance with the Inspection of Public Records Act.
• Compiles information and generates various special and reoccurring reports; manages database, interprets information, and assures the accuracy of information; enters, edits and retrieves data using a computing system and following established formats; creates updates and tracks a variety of electronic and paper files, records, reports, rosters, logs and related documents; assesses and locates information for customers, staff, agencies and others.
• Assists in maintaining records in the custody of the City Clerk and administers the records retention, retrieval and disposition program as mandated by law and City rules. 
• Researches records under the custody of the City Clerk to respond to public, City staff, and elected official record requests, to include ordinances, resolutions, contracts, Deeds of Trust, liens and other property-related records.
• Calculate fees for public records, registrations, licenses and solicitation permits and researches and processes appropriate refunds.
• Assists in the administration of municipal elections, to include early and absentee voting, voter registration information, and coordination with seasonal election workers, in accordance with the New Mexico Election Code.
• Assists in supporting functions of the Governing Body and Boards and Commissions to ensure compliance with the Open Meetings Act, to include processing of enacted legislation, agendas and minutes.
• Receives and processes incoming and outgoing mail for the City, including inter-office transmissions.