UTILITIES DIVISION - UTILITIES RECORDS CLERK
PG 11 - $20.30HR - $29.44HR. NON EXEMPT
Employee Benefits
- Direct Deposit, Bi-Weekly Pay Checks
- Medical, Dental, Vision
- Life Insurance
- FRS Retirement
- 10 Paid Holidays
- Paid Time Off
- Tuition Reimbursement
- Education Incentives
- Deferred Compensation Plan
- Wellness Incentives
- Employee Assistance Program (EAP)
- Free Employee Gym
Free Employee Health Clinic
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Must have the physical, developmental and mental ability to perform job tasks, work efforts, responsibilities and duties of the job illustrated below:
The Utilities Division is responsible for public health and safety, as well as safeguarding the environment, by providing crucial safe water and wastewater services. This position is part of the team that provides services necessary for human health, economic stability, and overall societal well-being. At the core of the mission of providing these services includes commitment to providing excellent customer service to our citizens, business partners, regulatory agencies, and other county divisions.
MAJOR FUNCTION
Serves as the Utilities Division’s project-related records custodian responsible for maintaining the integrity, organization, and accessibility of public records while ensuring confidentiality of exempt information. Responds to project and public records requests by researching, processing, and delivering accurate and timely documentation. Assists in the development, implementation, and compliance of records management policies and procedures related to records creation, control, storage, retrieval, and disposition.
ILLUSTRATIVE DUTIES
Administrative & Records Management
- Serves as the Utilities Division’s custodian for project-related records in accordance with established County and division procedures.
- Maintains and organizes paper and electronic records to ensure accurate storage, retrieval, and filing of documents.
- Responds to public records requests and internal records inquiries by researching, processing, logging, scanning, filing, and retrieving documents.
- Maintains project records related to Land Development and Capital Improvement Projects (CIP), including documentation associated with water, wastewater, and reclaimed water infrastructure.
- Reviews records management processes and recommends improvements to workflows, procedures, and equipment to support efficient records management.
Technical Operations
- Utilizes databases, document control systems, web-based applications, and imaging software to manage project records.
- Assists with the workflow and processing of project documents, vendor invoices, and contractor pay applications.
- Performs data entry, document imaging, indexing, and quality control verification to ensure accurate digital record management.
- Ensures records are stored, indexed, secured, and disposed of in accordance with established records management standards and procedures.
Customer Service & Coordination
- Provides courteous and professional assistance to employees, officials, and the public regarding records requests and documentation.
- Coordinates with Records Management staff and internal teams to support accurate documentation and project records management.
- Maintains confidentiality and security of sensitive or exempt information.
General Duties
- Maintains regular attendance and performs duties in accordance with established work schedules.
- Performs related duties as assigned.
KNOWLEDGE, ABILITIES AND SKILLS
Knowledge of:
- Public records laws, records retention standards, and document management procedures.
- Utilities Division operations, capital improvement projects, and administrative workflows.
- Document imaging systems, databases, web-based applications, and standard office equipment.
- Business English, spelling, punctuation, and basic arithmetic.
Skills in:
- Accurate data entry, document processing, word processing, and spreadsheet preparation.
- Researching, retrieving, and organizing documentation from multiple sources including, but not limited to Polk County Property Appraiser, IT Records and GIS websites.
- Maintaining document quality control and ensuring accuracy of records.
Ability to:
- Organize and maintain large volumes of paper and electronic records.
- Interpret and follow written and verbal instructions.
- Prioritize tasks, manage time effectively, and meet deadlines.
- Communicate effectively and maintain professional working relationships with staff, officials, and the public.
- Maintain confidentiality when handling sensitive or exempt information.
- Perform detailed, sequential work tasks with accuracy and attention to detail.
- Ability to sit, stand, bend, stoop, and lift or move items up to 35 pounds as necessary.
- Ability to perform detailed data entry and records management tasks requiring sustained concentration and accuracy.
MINIMUM QUALIFICATIONS
- Graduation from an accredited high school or possession of an acceptable equivalency diploma.
- Minimum of two (2) years of administrative experience.
- A comparable amount of related training and experience may be substituted for the minimum qualifications, except for the high school diploma/GED.
SPECIAL PEREFERNCES
- Experience in the water and wastewater service industry.
SPECIAL REQUIREMENTS
- Employee must complete and pass a Records and Information Management (RIM) Certificate Program during the initial probationary period.
All employees will be required to work before, during, or after an emergency. During an emergency, employees may temporarily be assigned to work and perform duties outside the normal scope of their position, location and work schedule to fit the needs of the County and its residents.
