Records Administrator

City of Westfield (IN); Westfield (IN); On-site; USD 50,000 - 65,000; Full time

Job summary

The City of Westfield (IN) is seeking a Records Management & Legislative Coordinator to support the Clerk-Treasurer’s Office with meeting administration, records management, and public records. The role offers a path toward deputy clerk responsibilities as governance evolves, with opportunities to learn Indiana records laws and archival practices.

The ideal candidate will be detail-oriented, highly organized, and proficient with Microsoft 365 tools.

Qualifications

• High school diploma or equivalent.
• Strong written and verbal communication skills.
• Demonstrated organizational skills and attention to detail.
• Ability to manage multiple projects and deadlines simultaneously.
• Proficiency in Microsoft Excel and Microsoft Word.
• Ability to learn and apply complex procedures, laws, and records requirements.
• Ability to work independently while maintaining a high degree of accuracy.

Responsibilities

• Prepare and publish meeting agendas and agenda packets.
• Coordinate collection and organization of materials submitted by City departments, elected officials, legal counsel, consultants, and Administration.
• Attend public meetings and prepare detailed meeting notes.
• Assist with drafting and publication of official meeting minutes.
• Maintain ordinance and resolution numbering systems and legislative records.
• Publish official documents through CivicClerk and the City website.
• Maintain legislative files and historical records.
• Organize, index, and maintain physical and electronic records.
• Assist with development and maintenance of records retention schedules.
• Participate in archival and digitization projects.
• Research and apply Indiana records retention requirements.
• Develop an understanding of records classification, taxonomy, indexing, and information management principles.
• Assist with preservation and retrieval of historical municipal records.
• Assist with intake and tracking of public records requests.
• Coordinate requests with City departments.
• Maintain request tracking records and documentation.
• Assist with production and delivery of public records.
• Maintain and organize electronic records repositories.
• Publish records and information to the City website.
• Assist with website content maintenance and document accessibility.
• Utilize Microsoft Excel, Word, Outlook, Teams, SharePoint, and related software platforms.
• Assist with modernization and improvement of electronic records systems.

Skills

Written & verbal communication

Organizational skills

Attention to detail

Multitasking

Microsoft Excel

Microsoft Word

Independent work

Education

High school diploma or equivalent

Tools

Microsoft Excel

Microsoft Word

Outlook

Teams

SharePoint

Job description

Position Summary

The City of Westfield is seeking an organized, detail-oriented professional to join the Clerk-Treasurer’s Office as a Records Management & Legislative Coordinator.

This position provides a unique opportunity to build a long-term career in municipal government, public administration, records management, and legislative support. The successful candidate will work directly with the Clerk-Treasurer’s Office in the administration of public meetings, management of official City records, legislative document preparation, public records administration, and archival preservation.

The ideal candidate may not have previous municipal government experience but possesses strong organizational abilities, excellent written communication skills, a willingness to learn, and an interest in public service.

This position is expected to evolve into a Deputy Clerk role as the City’s future governance structure develops.

Essential Duties and ResponsibilitiesLegislative Administration

• Prepare and publish meeting agendas and agenda packets.
• Coordinate collection and organization of materials submitted by City departments, elected officials, legal counsel, consultants, and Administration.
• Attend public meetings and prepare detailed meeting notes.
• Assist with drafting and publication of official meeting minutes.
• Maintain ordinance and resolution numbering systems and legislative records.
• Publish official documents through CivicClerk and the City website.
• Maintain legislative files and historical records.

Records Management and Archives

• Organize, index, and maintain physical and electronic records.
• Assist with development and maintenance of records retention schedules.
• Participate in archival and digitization projects.
• Research and apply Indiana records retention requirements.
• Develop an understanding of records classification, taxonomy, indexing, and information management principles.
• Assist with preservation and retrieval of historical municipal records.

Public Records Administration

• Assist with intake and tracking of public records requests.
• Coordinate requests with City departments.
• Maintain request tracking records and documentation.
• Assist with production and delivery of public records.

Technology and Information Management

• Maintain and organize electronic records repositories.
• Publish records and information to the City website.
• Assist with website content maintenance and document accessibility.
• Utilize Microsoft Excel, Word, Outlook, Teams, SharePoint, and related software platforms.
• Assist with modernization and improvement of electronic records systems.

Minimum Qualifications

• High school diploma or equivalent.
• Strong written and verbal communication skills.
• Demonstrated organizational skills and attention to detail.
• Ability to manage multiple projects and deadlines simultaneously.
• Proficiency in Microsoft Excel and Microsoft Word.
• Ability to learn and apply complex procedures, laws, and records requirements.
• Ability to work independently while maintaining a high degree of accuracy.

Preferred Characteristics

The successful candidate will be:

• Curious and eager to learn.
• Comfortable working with large volumes of information and documents.
• Interested in public service and local government.
• Skilled at organizing information and creating efficient filing systems.
• Comfortable using technology and learning new software applications.
• Able to communicate professionally with elected officials, staff, and members of the public.

Career Development Opportunity

• The City intends for this position to serve as a professional development pathway into future Deputy Clerk responsibilities. Training will be provided in municipal records administration, legislative processes, Indiana public records law, records retention requirements, agenda management, and public meeting administration.