Records Administrator

City of Westfield, Indiana; Westfield (IN); On-site; USD 50,000 - 75,000; Full time

Benefits offered by this job

Paid time off

Comprehensive health benefits

Retirement plan (457/401a)

Job summary

City of Westfield, Indiana is seeking a Records Management & Legislative Coordinator to support Clerk-Treasurer operations. The role focuses on public meetings, records management, legislative documents, and archival preservation, with opportunity to advance into Deputy Clerk as governance evolves.

The ideal candidate has strong organization, excellent written communication, and a willingness to learn public service. This position develops into higher responsibilities in municipal government.

Qualifications

• Strong written and verbal communication skills.
• Ability to manage multiple projects and deadlines.
• Proficiency in Microsoft Excel and Word.

Responsibilities

• Prepare and publish meeting agendas and agenda packets.
• Coordinate collection and organization of materials from City departments and officials.
• 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.

Skills

Organizational skills

Written communication

Verbal communication

Attention to detail

Multitasking

Education

High school diploma or equivalent

Tools

Microsoft Excel

Microsoft Word

Outlook

SharePoint

Public records software

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.

Description

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.

Examples of Duties

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.

Typical Qualifications

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

• 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.

Supplemental Information

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.

Benefits

We provide a comprehensive benefits package designed to support your overall well-being. This includes paid time off for vacation, holidays, and sick leave. Additionally, we offer competitive medical, dental, vision, and life insurance coverage. You’ll also have the opportunity to participate in our 457/401a retirement plan, ensuring financial security for your future. For full details, please visit our benefits highlights page.

Employment Eligibility

Have you ever been convicted of a felony? *Answering "yes" to the question does not constitute an automatic bar to employment. Factors such as the date of the offense, seriousness and nature of the violation, rehabilitation, and position applied for will be taken into account.

• Yes
• No
• Required Question