Records Specialist

First Review - Friday, March 31, 2023

The Records Specialist performs administrative duties in direct support of the City Clerk/ Records Officer. The position performs many administrative duties common to the work of a municipal clerk's office. The Records Specialist substitutes for the City Clerk/Records Officer occasionally and provides direct support to advisory commissions and commission staff liaisons, attending evening commission meetings twice monthly.

Work is done within the guidelines of a variety of state laws and city policies and procedures. The Records Specialist works with detailed, complex, and sensitive materials and must exercise judgment and diplomacy while maintaining confidentiality.

After passing probation the employee may be eligible for an alternative work schedule such as: 4/10, 9/80 or hybrid (3 days in office 2 days remote).

This list is intended to illustrate the various types of work that may be performed. The omission of specific statements does not exclude them from the position if the work is similar, related or a logical assignment to the position.

• Composing, typing, and editing correspondence, minutes, reports, templates, notices, memorandums, and other material that requires judgment as to content, spelling, grammatical composition, accuracy, and completeness.
• Creating and scheduling meetings and events for groups such as advisory commission, hearing examiner, and city council.
• Routine clerical duties such as: posting, publishing, and downloading material and notices to and from various websites, updating indices, records and historical research, routing contracts and approvals for signature, maintaining and auditing paper and electronic files, preparing records for off-site transfer, and running reports.
• Supports requests for disclosure of public records by tracking and responding to requests, ordering records retrieval, searching records and determining relevance, overseeing in-person records inspection, and occasional records redaction and preparation of exemption logs.
• Communicates at all times and in all media ways that reflect well upon the City and the employee.
• Attends evening advisory commission meetings. Records and drafts minutes of meeting.
• Assists in meeting room physical setup and startup of technology needed for public meetings.
• May be asked to provide staff support to the front counter on occasion, as needed to meet workload or scheduling needs.
• Performs research and other tasks as assigned by the supervisor.

Other Duties

• Because of the small size of City staff, each employee is expected to perform a wide range of office and field duties as may be required from time to time.
• Ability to maintain regular, predictable, and reliable attendance during scheduled hours.
• Performs other duties as may be assigned.

Working Conditions

The working conditions described herein are representative of those that must be met by an employee to successfully perform the essential functions of the position. Reasonable accommodations may be made to enable individuals to perform the essential functions.

Work is generally performed in an office setting. While performing the duties of this job, the employee is frequently required to sit and talk or hear, use hands to finger, handle, feel or operate objects, tools or controls; and reach with hands and arms. The employee is occasionally required to walk.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. The noise level in this work environment is moderately quiet.

Knowledge and Skills

• State and local laws and regulations, policies, and procedures.
• General office procedures and records management practices including application of Washington state records retention schedules.
• Microsoft Office products, such as: Word, Excel and Outlook.
• Correct English usage, grammar, spelling, punctuation, and vocabulary.
• Communicating with clarity, both orally and in writing.
• Establishing and maintaining effective working relationships with those contacted in the course of work.
• Working independently, meeting schedules and timelines, and making appropriate decisions, regarding work methods and priorities.
• Representing the city at various meetings.
• Maintaining confidentiality of sensitive materials and information.
• Researching, organizing and reporting on data as required.
• Operating personal computers, including Microsoft Office Suite and database software. Ability to learn and use proprietary software such as: iCompass (agenda and document management), NextRequest (records disclosure), Zoom (video-conferencing), Smarsh (email archiving/discovery), Constant Contact (email campaigns), Broadcast Pix (public meeting video), sound systems, and web platforms of the city and contracted entities such as Iron Mountain and others.

Minimum Qualifications: Associates degree and two years of progressively related work experience. Prior governmental experience is preferred, but not required. The city may consider a combination of education and experience to meet the City's preferred qualifications.

Special Requirements: Ability to obtain Notary Public Certification.

Legal and Regulatory Employment Conditions

This classification description does not constitute an employment agreement between the City and employee. It is subject to change as the needs of the City and requirements change.

Appointment and Removal Authority: The City Manager is the appointing authority of the City with power of appointment and removal of all employees.

Abide by Personnel Policies: Upon acceptance of employment, the employee will be provided with a copy of the City's Personnel Policies, will be asked to acknowledge receipt of same in writing, and is required to abide by those policies, as printed at that time or thereafter amended, during employment with the City.

BENEFITS
The City of Newcastle Benefits for Full-time employees are below and are based on working the full calendar year, benefits are pro-rated for part-time employees (working less than 40 hours per week).

• 12-23 days of annual vacation leave, the annual accrual increases with years of service
• Twelve days of annual sick leave accrual
• Twelve days of annual paid holidays and two floating holidays (or personal days)
• Possible Merit leave (personal day for positive performance evaluation)
• Medical (3 plan options), dental, and vision insurance. The City pays a percentage of the monthly insurance premium for employees and dependents based on which plans they choose
• Employer paid long-term disability, AD & D, survivor income and life insurance plans
• Participation in the State of Washington Public Employees Retirement System (PERS)
• Participation in a Defined Contribution Plan 401(a), in lieu of social security
• Free Parking
• The opportunity to participate in employee funded 457 deferred compensation and supplemental life insurance

Employment Type: Full-Time