Public Information/Records Clerk

City of Mission Texas; Mission, Northern (TX, KY); Hybrid; USD 35,000 - 48,000; Full time

Job summary

The City of Mission is seeking a Public Information/Records Clerk to support the City Secretary Department with open records requests, records management, and receptionist duties.

The ideal candidate will be able to work under stress, communicate in English and Spanish, and handle confidential information with discretion. Requires 2+ years of clerical experience and proficiency with MS Word, Excel, and 10-key calculators.

Qualifications

• Must have accredited high school diploma or GED.
• Typing 50 wpm and good filing skills.
• Proficient with Microsoft Word, Excel, Windows, Internet, and E-mail.
• Experience using a 10-key calculator by touch.
• Minimum of two years’ office/clerical experience.
• Ability to communicate in English and Spanish.
• Neat and professional appearance.

Responsibilities

• Answer telephone with a courteous business voice and direct calls appropriately.
• Handle open records requests and ensure compliance with the law.
• Maintain comprehensive files and records for the department.
• Record customer service information and follow up as needed.
• Perform independent, complex tasks under broad guidelines.
• Ensure proper office procedures and city policies and public relations.
• Issue taxi, wrecker and mobile home park yearly permits.

Skills

Typing speed 50 wpm

Filing skills

Bilingual English/Spanish

Customer service

Office software

Education

High school diploma or GED

Tools

MS Word

Excel

Windows

Ten-key calculator

Job description

Public Information/Records Clerk

Job Title: Public Information/Records Clerk

Classification: Non-Exempt

Department: City Secretary Division: N/A

Supervisor: City Secretary

Effective: 07/08/2024

Job Summary:

This position provides support for all divisions within the City Secretary Department. The incumbent must be able to work under stress and be able to handle various tasks in spite of interruptions. Must work independently and be organized. Responsible to perform open records requests, routing and keep track of compliance within the law, centralized administrative clerical functions; including records management, customer relations, sorting of mail, receptionist duties receiving callers and incoming public at establishment, determines nature of business, and directs callers to destination. Handles confidential information and frequent contact with all levels of City employees, outside agencies, and the general public. Scanning and filing of contracts, minutes, ordinances and resolutions into the data base. Scanning of birth and death records into the Fortis system. Individual will be assigned other duties as needed by the supervisor/department head.

Education & Experience Requirements

• Must have an accredited high school diploma or GED equivalent.
• Must be able to type 50 wpm and have good filing skills.
• Must be proficient in working with personal computer, typewriter, and general office equipment.
• Must have knowledge and experience with Microsoft Word, Windows, Excel, Internet, and E-mail.
• Must have experience in using a 10-key calculator by touch.
• Minimum of two (2) years’ experience with office/clerical procedures.
• Must be able to communicate proficiently in the English and Spanish language.
• Applicant must have a neat and professional appearance.

Employment Requirements

• Applicant will be subject to a complete background investigation. Incomplete, inaccurate and/or failure to report information will cause the applicant rejection from consideration.
• Applicant must take and pass a pre-employment drug, physical and pre-placement screening administered by the City of Mission appointed physician at the City’s expense.
• Must have a current valid class “C” driver license from the Texas Department of Public Safety with no more than two (2) moving traffic violations within the past two (2) years.

Skill Ability Requirements

• Must have strong accounting or billing and/or collections skills.
• Must have the ability to prepare and write financial reports and set up detailed policies and procedures.
• Applicant must have a current valid class “C” driver’s license from the department of Public Safety with no more than two (2) moving traffic violations within the past two (2) years.

Essential Job Functions

• Answer telephone with clear, courteous, and business voice, and directs the calls to the appropriate destination to expedite response.
• Responsible for all open records requests received by city to ensure compliance within the law.
• Maintains comprehensive files, records, documents, and plans related to the operations and performance of the department.
• Takes detailed customer service information, solves problems or follows up to insure customer concerns are followed up on by proper staff personnel.
• Performs independent work assignments for the department under broad guidelines with minimum direction that are of a complex nature.
• Perform all job functions with special attention placed on good public relations, safety, and proper office procedures in compliance with city policies.
• Responsible for the issuance of taxi, wrecker and mobile home park yearly permits.

Non-Essential Job Functions

• None

Equipment & Materials

• City vehicle
• Telephone
• Typewriter
• Personal computer
• Copy machine/Fax machine
• Ten key calculator
• Computer printer
• Diskettes & CD’s
• Pens, pencils, highlighters, stapler, ruler, manual hole puncher
• Postage Meter Stapler, rulers
• Camera (digital)
• Manual hole puncher/Paper cutter
• Policy & procedure handbook