Clerk, Records Management

City of Glenn Heights, TX - Glenn Heights, TX

Full-time$12 - $14 an hour
Job Description
The City of Glenn Heights is seeking applicants for a Records Management Clerk.

Perfectly positioned along IH-35 East, Glenn Heights is a hospitable, business friendly, rapidly growing community divided between Dallas and Ellis counties. The City has a total area of 7.2 sq. miles (18.8 km sq.) with more than 50% of the city's developable land is located along major arterial intersections that are available for retail and office development.

The Records Management Clerk, under the general direction of the City Secretary, is responsible for planning, organizing and coordinating the storage and maintenance of City records; provides support and/or training to employees and departments regarding records management policies, procedures, changes in laws and compliance with records management program; provides public access to records and record retrieval service to the Council, staff and general public.

Typical Duties

Essential Job Duties/Responsibilities:
Essential duties and functions may include the following. Must possess required knowledge skills, abilities and experience and to be able to explain and demonstrate, with or without reasonable accommodations that the essential functions of the job can be performed. Other related duties may be assigned.

Implements records retention efforts to including retaining and destruction of records according to applicable schedules; communications policies to employees.
Assists in facilitation of updating and administering internal filing systems for City departments; provides record management assistance to all departments.
Assists with the development and maintenance of records retention and destruction for all City records; conducts inventories and audits.
Assists with compliance of the Texas Public Information Act; responds appropriately to requests received.
Assists with the transfer of expired City records for destruction according to statutory requirements; maintains records of all paper documents that have been destroyed.
Scan documents into the records management system; verify quality and legibility of all documents scanned.
Maintains filing system of various files/records for department; prepares files, organizes documentation, and files documents in designated order, retrieves/replaces files; shreds/destroys confidential or obsolete documents.
Updates and maintains all current manuals and volumes maintained by the Office of the City Secretary to include but not limited to City Code of Ordinances, Resolutions and Minutes.
Provides administrative support to the City Secretary; answers telephone calls and greets visitors, directs callers to the appropriate party.
Education & Experience

Knowledge, Skills and Abilities:
Knowledge of municipal organizational structure and operation, legal and political environments of local government.
Knowledge of office administration and management procedures.
Knowledge of state and local laws pertaining to records retention and retrieval, electronic document imaging and records management.
Comprehensive knowledge of problem solving, conflict management and customer relations techniques.
Proficient skills to communicate clearly and concisely in English, both orally and in writing.
Proficient skills in Microsoft Office Suite including Excel, Word, and PowerPoint
Ability to develop and maintain a positive working relationship with staff, fellow employees, elected officials, supervisors, citizens, business and community groups
Ability to maintain confidentiality when working with sensitive information and to comply with all record retention laws.
Comprehensive understanding of all City safety rules and operating procedures.
Ability to maintain proficiency and knowledge of current and/or new regulations/legislation within areas of responsibility.

Minimum Qualifications:
High school diploma or GED equivalent, and one (1) years' experience in municipal records management or related field, or any equivalent combination of education and experience sufficient to successfully perform the essential functions of the job.

Licenses and Certifications:
Valid State Driver's License.
Notary certification or ability to obtain within ninety (90) days of date of hire.
Bondable or ability to obtain within ninety (90) days of date of hire.
Supplemental Information

Work Environment/Physical Requirements:
The work environment and physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The incumbent works in a typical office environment with some exposure to unpleasant environmental conditions or hazards (during processing of Property/Evidence such as drugs or weapons). Requires exposure to loud noises for prolonged periods, e.g. operating copier, etc., and dust build up due to paper and files.
Requires climbing ladders to a height up to six (6) feet to file storage boxes weighing up to twenty-five (25) pounds, lifting, carrying, dragging, holding, pulling and pushing up to twenty-five (25) pounds and includes repetitive actions while sitting or standing. May require sitting and working at a computer or standing for extended periods of time.