Administrative Technician - Records

Town of Berthoud; Berthoud (CO); On-site; USD 38,000 - 60,000; Full time

Job summary

Town of Berthoud is seeking a Records Technician to organize and maintain town records and respond to CORA requests, reporting to the Town Clerk. The role includes handling day-to-day records retention, data entry, and assisting staff and the public in a courteous manner.

The position requires strong attention to detail, knowledge of records procedures, and familiarity with government recordkeeping systems. It is a full-time, on-site role at Town Hall.

Qualifications

• High school diploma or GED required.
• Minimum two years of administrative support, clerical, or customer service experience.
• Knowledge of records retention and management procedures.
• Ability to file numerically, alphabetically, alpha-numerically, or chronologically.
• Understanding of municipal governance laws and records compliance.

Responsibilities

• Administers the Town’s Records Management Program in compliance with laws and retention schedules.
• CORA requests: research, retrieve and provide access to public records.
• Maintain and preserve official records both electronically and physically.
• Configure and maintain data in records management systems with accuracy and security.
• Protect confidential information in line with Town policies; provide front desk support as needed.

Skills

Records management

Attention to detail

Communication skills

Organization

Education

High school diploma or GED

Tools

Microsoft Office Suite

Caselle

Laserfiche

Job description

• Reports to: Town Clerk
• Job Type: Full Time
• FLSA Status: Non-Exempt
• Location: Town Hall

OPEN TO CURRENT TOWN OF BERTHOUD EMPLOYEES ONLY

SUMMARY

The Records Technician is responsible for organizing and maintaining a variety of Town records and reports to the Town Clerk. This position handles the day-to-day aspects of records retention and management, including organizing, preparing, authenticating and recording various documents, while also providing information and assistance to staff and the public. Additional duties include supporting general administrative functions and assisting with CORA requests as part of the Town Clerk’s Office operations.

Essential Duties and Responsibilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The below list is intended to be illustrative of the responsibilities of the position and not all encompassing. The Town may change these duties at any time.

• Administers the Town’s Records Management Program, ensuring compliance with Federal, State and local laws, policies, and retention schedules.
• Processes Colorado Open Records Act (CORA) requests, including researching, retrieving and providing timely access to public records.
• Maintains and preserves official records such as ordinances, resolutions, minutes, contracts and historical documents both electronically and in physical formats.
• Configures, maintains, and enters data into various records management systems, ensuring data accuracy, accessibility and security.
• Ensures the protection of confidential and sensitive information in accordance with applicable laws and Town policies.
• Provides administrative and clerical support including file organization, document scanning, labeling, and data entry

Other Duties and Responsibilities

The below list is intended to be illustrative of additional responsibilities of the position and not all encompassing. The Town may change these duties at any time.

Knowledge, Skills, and Abilities

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The requirements listed below are representative of the knowledge, skill and/or ability required.

• Knowledge of records retention and management procedures, including the Colorado Municipal Records Retention Schedule.
• Ability to accurately file numerically, alphabetically, alpha numerically, or chronologically.
• Understanding of applicable Town, County, State, and Federal laws, codes, ordinances, and procedures, especially related to municipal governance and records compliance.
• Skilled in using office equipment and software including Microsoft Office Suite, Caselle, and Laserfiche; able to configure and maintain recordkeeping databases with attention to detail.
• This role will provide support to the front desk accepting payments, processing licensing applications and occasionally processing passport applications.
• Ability to maintain confidentiality when faced with information of a sensitive nature.
• Outstanding attention to detail and organizational skills with the ability to manage multiple tasks, set priorities, meet deadlines, and adapt to shifting demands.
• Ability to understand and follow both written and verbal instructions and to work under both close, general or no supervision, depending upon the nature of the assignment.
• Knowledge of business English and spelling; ability to produce quality written documents that demonstrate a professional appearance.

Education

• A high school diploma or GED required

Work Experience

• Minimum two years of administrative support, clerical, or customer service experience required.

Preferred

• Two years of administrative support experience with municipal clerk’s office in Colorado.
• Experience and current commission as a Notary Public in Colorado.
• Currently certified as a Passport Acceptance Agent with the US Department of State.

Certificates And Licenses

• Possess a valid, non-probationary Colorado driver's license not subject to restriction related to alcohol and/or drug violations or pending charges required.

Work Environment

The work environment characteristics 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.

• Work is performed in a public office setting and may require work outside of the office for errands or for training. This position is often the first point of contact between the public and their local government. Therefore, must always demonstrate a professional demeanor and appearance. The noise level in the work environment is typical of the modem office and is generally quiet to moderately noisy.
• May experience: extreme cold, extreme heat, noise, humidity, hazards, temperature change, atmospheric conditions, and vibration.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• May include: sitting, occasional standing, walking, driving, hearing, speaking, vision and manual dexterity. The physical demands described here are representative.
• While performing the duties of this job, the employee generally works in indoor environments that may require sitting for extended periods of time, bending, kneeling, reaching and occasionally lifting objects up to 50 pounds in weight.
• Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential duties and responsibilities.