Administrative Records Assistant

Must be available Monday -Friday 9-5pm

 

GENERAL PURPOSE

The purpose of this position is to provide clerical, administrative, and customer support for the Recorders Office by ensuring accurate records management, efficient processing of documents and data, and responsive front-line service to the public and internal stakeholders. The role supports daily departmental operations through administrative coordination, information handling, and customer assistance.

 

SUPERVISION RECEIVED

Works under the general supervision of the City Recorder.

 

SUPERVISION EXERCISED

None.

 

ESSENTIAL FUNCTIONS

Perform department reception and customer service duties. Professionally greet visitors, respond to incoming phone calls and emails, receive, transfer, or refer calls to appropriate sources, provide accurate and timely responses to inquiries and complaints, provide information related to department services, and maintain ongoing communication with the public.

Assist in preparing, processing and filing documents entered into the public record.

Scan, index, and enter documents and records into department databases and records management systems. Organize and file physical and electronic records, and verify they are complete, accurate, and easy to retrieve. Assist staff in locating, retrieving and researching records and files. Process transactions, compute or verify data, fees, and payments, and accurately transmit, screen, and convey information using proper formats, documents, and procedures, including filing and organizing subdivision files for accurate, accessible records.

Check completed materials for accuracy and compliance. Verify and correct grammar, spelling, and formatting. Update and maintain spreadsheets, databases and reports, and track/log data for the department.

Sort, arrange, file, and maintain archive documents and records; update and purge files according to approved records retention schedules and department guidelines.

Assist with managing and maintaining cemetery records, responds to general questions related to the cemetery and sale of cemetery spaces; works with funeral homes and other individuals to schedule and accommodate interments. Performs related duties as required.

 

MINIMUM QUALIFICATIONS

 

1. Education and Experience:

 

1. Graduation from high school;

AND

1. Two (2) years of job-related experience.

 

OR

1. An equivalent combination of education and experience.

 

2. Knowledge, Skills, and Abilities:

 

Some knowledge of basic administrative procedures; technical writing; general research methods, sources, and procedures; Understanding of best practices in maintaining both physical and electronic filing systems, including organizing, updating, and securing records in compliance with organizational policies. English usage, spelling, vocabulary grammar and punctuation; Microsoft Word and Outlook; Edge and Chrome; digital recording systems; general office practices, procedures and equipment.

 

Ability to communicate effectively, verbally and in writing; follow verbal and written instructions; work well under pressure and impending deadlines; establish effective working relationships with employees and the public; exercise discretion and independent judgment; produce clear and accurate reports on a variety of subjects; acquire considerable knowledge of state and local statutes pertaining to city council meetings; exercise initiative, independent judgment and to act resourcefully under varying conditions; maintain strict confidentiality related to sensitive administrative information; operate personal computer (Windows) and city database system in utilizing various programs to produce or compose formal documents, reports and records; establish and maintain comprehensive records and files; work with the public and develop effective working relationships; communicate effectively, verbally and in writing; operate standard office equipment.

 

3. Special Qualifications:

 

Utah Driver's License. Become Notary Public within first 6 months of employment.

 

4. Work Environment:

 

Incumbent of the position performs in a typical office setting with appropriate climate controls. Tasks require a variety of physical activities, not generally involving muscular strain, such as walking, standing, stooping, sitting, reaching, talking, hearing and seeing. Common eye, hand, and finger dexterity is required. Mental application utilizes memory for details, verbal instructions, emotional stability, discriminating thinking and creative problem solving.