Open Records Clerk

Gfoat; Round Rock, Northern (TX, KY); Hybrid; USD 42,000 - 64,000; Full time

Job summary

Gfoat operates Open Records Clerk duties under general supervision to support the management of official city records, handling technical, legal, and administrative tasks for timely responses under the Texas Public Information Act.

This role reviews requests, coordinates with legal when needed, redacts confidential information, and maintains GovQA tracking while training staff and reporting data with a strong emphasis on confidentiality.

Qualifications

• High School Diploma or equivalent required.
• Four years of administrative support in a governmental entity preferred.
• One year processing open records requests required.
• Notary Public or ability to obtain within six months of employment.
• Intermediate knowledge of Office software (SharePoint, Teams, Word, Excel, Outlook).
• Preferred knowledge of Laserfiche and GovQA.

Responsibilities

• Receives and reviews all open records requests and determines which require a legal opinion and coordinates with legal.
• Coordinates dissemination and gathering of information for open records requests across City departments.
• Reviews requested records and redacts confidential information prior to release.
• Conducts photocopying, scanning, and other general administrative tasks.
• Maintains and updates Open Records Requests Standard Operating Procedures.
• Trains personnel on proper records gathering and responses to open records requests.
• Collects and reports data related to open records requests.
• Maintains GovQA tracking system and ensures requests are documented and completed within deadlines.

Skills

Attention to confidentiality

Communication

Organizational skills

Education

High School Diploma or equivalent

Four years of administrative support in a governmental entity

One year processing open records requests

Tools

SharePoint

Teams

Microsoft Word

Microsoft Excel

Outlook

GovQA

Laserfiche

Job description

Under general supervision, the Open Records Clerk performs technical, legal, and administrative duties and assists with the management of the official records of the City. Responsible for processing open records requests within the time period mandated by the Texas Public Information Act.

Posted pay range is the starting salary. Pay rate offered is based on experience.

Examples of Duties:

• Receives and reviews all open records requests and makes initial determination as to which requests require a legal opinion and coordinates those requests with legal.
• Coordinates the dissemination and gathering of information for open records requests from all City departments.
• Reviews requested records and redacts or reviews redaction of confidential information prior to releasing documents to the public.
• Conducts photocopying, scanning, and other general administrative support duties.
• Maintains and updates Open Records Requests Standard Operating Procedures.
• Trains personnel across the City on proper records gathering and responses to open records requests.
• Collects and reports data related to open records requests.
• Maintains a high degree of confidentiality on all sensitive information.
• Maintains the City's open records request tracking system (GovQA) to ensure requests are accurately documented, assigned, and completed within statutory deadlines.

Experience and Training:

• High School Diploma or equivalent.
• Four (4) years of experience in an administrative support role in a governmental entity, with a preference for municipal government.
• One (1) year of experience in processing open records requests required.

Certificates and Licenses Required:

• Notary Public or ability to obtain within six (6) months of employment.
• Intermediate knowledge of modern office software (i.e., Microsoft SharePoint, Teams, Word, Excel, Outlook).
• Preferred knowledge of Laserfiche and GovQA.