Records Clerk - City of Auburn, WA - Auburn, WA
PRIMARY DUTIES
*Maintains the City’s filing systems; indexes and cross references varied complex paperwork for quick retrieval including, but not limited to, correspondence, contracts, agreements, financial, legislative, and historical information, and other records that are maintained by the City Clerk’s Office.
*Maintains and monitors the City’s active and inactive records retention program in accordance with provisions of law regarding retention; arranges for the disposal of records upon expiration of the retention period.
*Receipts, logs in, and provides materials required in response to requests for public records; coordinates with the supervisor to ensure requests for public records are responded to correctly, including the preparation of the redaction/exemption log.
*Receives, processes, and receipts in money for passport applications, pet licenses, and public records.
*Operates computer for indexing and retrieval of City records.
*Routinely transports, searches, sorts, indexes, and files records; ensures records are appropriately indexed.
*Acts as a receptionist, answering telephones, and assisting the public by either providing assistance or referring them to the appropriate staff department.
*Logs and tracks the City’s legal notices.
*Types correspondence and assists in the administration services area of the department.
*Assists the City Clerk in preparing and distributing Council agendas and minutes in a timely manner.
*Communicates effectively and courteously with the public, employees, and others both on the telephone and in person; effectively handles a high volume of telephone calls.
*Clearly explains complex regulations, some which may not be well accepted, both in person and over the phone.
*Accurately inputs data into computer systems, at times incurring heavy volumes; performs word processing and spreadsheet applications.
*Types meeting notices, certifications, legal notices, agendas, and minutes using proper sentence construction, grammar, and punctuation.
*Processes documents with County recording offices.
*Maintains confidentiality regarding sensitive information.
Safely uses office equipment including, but not limited to, copier, facsimile machine, and other office equipment.
*Plans, prioritizes, and organizes workflow in order to meet position and departmental goals and deadlines.
*Regular, reliable, and punctual attendance.
*Due to internal and external customer service needs, the incumbent must be able to work a full-time schedule, onsite (appropriate City sites).
*Works effectively under pressure and with frequent interruptions.
*Completes work and projects in a thorough and timely manner.
*Understands and follows directions from the supervisor, posted work rules, and procedures.
*Works courteously and effectively with public officials, citizens, contractors, vendors, developers, supervisor, and other employees, both in person and over the telephone; assisting them with a wide variety of information pertaining to City and department.
*Shows initiative in performing job functions
*Performs other work related tasks as required.
Notarizes documents for public and City staff.
*Researches and analyzes information for special requests and projects.
Receives, sorts, date-stamps, and distributes incoming mail to appropriate employees.
* = Primary function.
MINIMUM QUALIFICATIONS
Graduation from high school, or equivalent, AND two years of increasingly responsible related work experience; related education may be substituted on a month-per-month basis for up to one year of experience OR a combination of education, experience, and training that would indicate the ability to successfully accomplish the primary functions listed above.
The employee must possess a Notary Public License issued by the State of Washington or have the ability to obtain one within six months of appointment.
The employee must possess the ability to obtain a US Passport acceptance certification and maintain annual recertification within one month of appointment.
Knowledge of the Public Records Act pertaining to the release of public records and experience working with public records is highly desirable.
ADDITIONAL INFORMATION
Works indoors in clean, climate-controlled workspace. Frequently required to work and use hands to finger, feel, or handle writing utensils, computer, and office supplies which require repetitive arm, wrist, and hand movement; occasionally required to stand and reach with arms and hands; climb, balance, stoop, kneel, crouch, bend, twist, or crawl. The employee is occasionally required to lift, move, or carry for short distances items such as boxes and files up to 50 pounds in weight. The employee is occasionally required to climb and balance on a 10-foot ladder. The employee is required to maintain confidentiality of information within the City. Because of the nature of work, the employee may be required to deal with disgruntled citizens requiring the use of conflict management skills. The employee is frequently required to perform work in confidence and under pressure for deadlines, and is required to maintain professional composure, tact, patience and courtesy at all times.
0 comments:
Post a Comment