Records Coordinator

City of Leander; Leander (TX); On-site; USD 45,000 - 65,000; Full time

Job summary

City of Leander seeks a capable records clerk to support the City Secretary and Assistant City Secretary. You will process open records requests, arrange travel for officials, provide notary services, and maintain city records with attention to policy and legal compliance.

Applicants should have strong administrative experience and familiarity with public records laws. Notary and Texas Municipal Clerks certifications are preferred, with training in cybersecurity and NIMS courses expected within

Qualifications

• High School Diploma or GED and three years of administrative experience including one year of processing open records requests.
• Bachelor's degree preferred; four years or more administrative experience desirable.
• Notary Public certification and Texas Municipal Clerks Certification or eligibility within five years.

Responsibilities

• Process Open Records Requests by gathering, reviewing, sorting, converting and redacting documents.
• Provide training to employees and departments regarding records management policies and compliance.
• Assist City Secretary and Assistant City Secretary and act as Acting Assistant City Secretary when needed.
• Organize and coordinate storage and maintenance of City Records.
• Provide public records and information to citizens, groups, media and agencies.
• Reconcile monthly credit card statements and support special events coordination.
• Attend Council meetings in absence of the City Secretary and Assistant City Secretary.

Skills

Administrative experience

Open records requests

Public records knowledge

Write routine reports

Customer communication

Education

Bachelor's degree (B.A./B.S.)

High School Diploma or GED

Tools

Microsoft Word

Microsoft Excel

Job description

Under general supervision, processes various records requests that are received by the City of Leander. Performs administrative duties and assists the City Secretary and Assistant City Secretary as needed. Serve as Acting Assistant City Secretary in the absence of the Assistant City Secretary.

Duties and Responsibilities

• Process Open Records Requests by gathering, reviewing, sorting, converting and redacting documents.
• Make travel arrangements, register for conferences and/or complete reimbursement forms for the City Council and City Manager in the absence of the City Secretary and Assistant City Secretary or as directed.
• Provide notary services.
• Organize and coordinate the storage and maintenance of City Records.
• Provide training to employees and/or departments regarding records management policies, procedures, changes in law and compliance with records management program.
• Responsible for updating and maintaining the pages of the City Secretary, Elections, Boards and Commissions on the City of Leander website.
• Provide public records and information to citizens, civic groups, the media and other agencies as requested.
• Perform duties related to open records requests, records management.
• Assists City Secretary and Assistant City Secretary in coordinating and conducting special events and receptions.
• Assists in ordering and preparing meals for City Council meetings as needed.
• Attends City Council meetings in absence of City Secretary and Assistant City Secretary.
• Oversees the City's compliance with the City's records management policy, best practices, and all local, state, and federal record keeping requirements.
• Reconcile monthly credit card statement.
• Other duties as assigned.

Required Education and/or Experience:

• High School Diploma or GED and three years of administrative experience including one year of processing open records requests.

Preferred Education and/or Experience:

• Bachelor's degree (B.A./B.S.) from four-year college or university
• Four years or more of administrative experience
• Work experience at a local government.

Certificates, Licenses, Registrations:

• Texas Municipal Clerks Certification or obtain within 5 years of employment.
• Must be bondable and possess a valid state driver's license.
• Must be a Notary Public
• Must complete NIMS 100, 200, 700 and 800 courses within one year of employment
• Cybersecurity training must be completed within one year of employment

Knowledge, Skills, and Abilities

• Must have working knowledge of the principles and practices of modern public administration; extensive knowledge of office practices and procedures; thorough knowledge of modern records management techniques, including legal requirements for recording, retention and disclosure.
• Must have skills in operation of office machines and tools.
• Ability to accurately record and maintain records; ability to establish and maintain effective working relationships with other departments, officials and the public.
• Ability to write routine reports and correspondence.
• Ability to speak effectively with customers or employees of organization.
• Strong knowledge and application of accounting practices and principles for public entities.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.
• Ability to establish and maintain effective relationships with public officials, superiors, subordinates and the public.
• Ability to type accurately.
• Proficient in using Microsoft applications (including Word, Excel), other software packages as needed for data management and email applications.

Physical Demands:

While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; talk or hear and taste or smell. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Able to lift boxes 10 - 15 pounds.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.