Records Clerk

Town of West Hartford; West Hartford (CT); On-site; USD 38,000 - 52,000; Full time

Job summary

The Town of West Hartford is seeking a Records Clerk to manage and maintain official town records, ensuring accuracy, accessibility, and compliance with retention schedules.

The role supports public access to information, handles routine records requests, and provides clerical assistance to departments while upholding confidentiality and data integrity.

Qualifications

• High school diploma or equivalent required.
• 1–3 years of clerical/administrative experience preferred.
• Experience in records management or municipal government is a plus.

Responsibilities

• Maintain and update physical and electronic records according to retention schedules.
• File, scan, index, and archive documents accurately and efficiently.
• Retrieve records upon request for staff, residents, and authorized agencies.
• Assist with records disposal and archiving in compliance with regulations.
• Respond to public inquiries and support FOI requests while maintaining confidentiality.

Skills

Attention to detail

Organizational skills

Communication skills

Confidentiality

Customer service

Teamwork

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Data entry systems

Job description

The Records Clerk performs responsible clerical and administrative work involving the maintenance, processing, and retrieval of official Town records. This position ensures accurate recordkeeping, supports public access to information, and maintains compliance with applicable state and municipal record retention requirements.The Records Clerk plays an important role in supporting transparency, operational efficiency, and customer service for residents and internal departments.

Key Responsibilities

Records Management

• Maintain, organize, and update physical and electronic records in accordance with established retention schedules
• File, scan, index, and archive documents accurately and efficiently
• Retrieve records upon request for staff, residents, and authorized agencies
• Assist with records disposal and archiving in compliance with regulations

Customer Service & Public Assistance

• Respond to in-person, phone, and email inquiries regarding public records
• Assist residents with record searches and application forms
• Process requests for copies of official documents and collect applicable fees
• Maintain confidentiality of sensitive or restricted information

Data Entry & Administrative Support

• Enter and update data into record management systems and databases
• Verify accuracy and completeness of submitted documents
• Prepare routine correspondence and reports
• Support department staff with general clerical tasks

Compliance & Quality Control

• Ensure adherence to state public records laws and Town policies
• Assist with responses to Freedom of Information (FOI) requests
• Maintain organized filing systems to ensure efficient access and audit readiness

Qualifications

Education & Experience

• High school diploma or equivalent required
• One (1) to three (3) years of clerical or administrative experience preferred
• Experience in records management or municipal government preferred

Knowledge, Skills & Abilities

• Strong attention to detail and organizational skills
• Ability to maintain confidentiality and exercise sound judgment
• Proficiency in Microsoft Office Suite and data entry systems
• Effective written and verbal communication skills
• Ability to work independently and as part of a team
• Strong customer service orientation