Records Specialist
Records Specialist
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Job Description
The City of Tomball is accepting applications for a Records Specialist. This position will process Texas Public Information Act Requests (TPIA); organize manage and coordinate the City Secretarys Records Management Program; and provide administrative support to the City Secretarys Office.
Reports To City Secretary
Positions Supervised NONE
Education and Experience An equivalent combination of education training and experience will be considered.
Education High School diploma or equivalent. Course work in law enforcement is
desirable.
Experience Minimum of 2 to 3 years previous relevant work experience in a related field.
Certifications Completion of GARA Certificate Program within one year of hire date. administrative and supervisory experience. Certification as a municipal clerk.
Licensing Drivers License and Notary Public within 6 months of hire. TLETS TCIC/NCIC and CJIS training will be required within 6months of hire.
Depending on the needs of the City additional licenses and certifications may be required.
City Records Specialist functions include but are not limited to the following.
- Provide information for public regarding open records and laws.
- Scan all pertinent office documentation index file organize physical and digital files and assist with records retention.
- Define and categorize records according to their accessibility and relevance to retention and use in consultation with the City Secretary
- Ensure all files and data are protected.
- Responsible for the care and organization of storage facilities and equipment; including keeping a map designating records locations tracking storage capacity and keeping stock of associated supplies; and production of files or records upon request.
- Respond to complex customer services inquiries through answering telephone calls e-mails or face-to-face communication direct calls and inquiries to appropriate personnel.
- Assist with destruction of records under the Texas State Library Retention Schedules; programs and events; and ordering of supplies.
- Assist with election duties (includes some evening and weekend hours).
- Provide general clerical support for the department.
- Report family violence data to the State.
- Establish and maintain a variety of office and Department files.
- Perform a variety of special studies and prepares reports.
- Check letters reports records and other items for accuracy completeness and compliance with established standards.
- Functions as a notary public
- Ensure Records Management Software compliance.
- Participate in TLETS and juvenile audits.
- Other duties as assigned.
Success Framework. The following list of knowledge skills and abilities have been identified by our team as building blocks towards efficiency and effectiveness in this role.
- General office and administration procedures
- Customer service practices and procedures and telephone etiquette.
- Department policies procedures and practices
- Organization and operation of municipal government.
- Correct punctuation spelling and grammatical usage.
- Maintain records and filing systems in an organized and detailed manner.
- Ability to work with frequent interruptions and maintain emotional control under stress.
- Ability to communicate clearly both orally and in writing; take initiative and the ability to work with little supervision.
- Proficient in use of modern office equipment including personal computers.
- Development and maintenance of filing and record keeping systems.
- Computer systems and software applications related to the duties and responsibilities.
Equipment and Tools commonly associated with the performance of the functions of this job.
Microsoft Office
Adobe
Laserfiche
Work Environment or atmospheric conditions commonly associated with the performance of the functions of this job.
- The work is typically performed indoors in an office setting.
- May rarely be exposed to uncomfortable temperatures humidity noise chemicals/gases contagious diseases airborne particles/pathogens and/or physical trauma.
Physical Abilities. The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job.
- Work requires the ability to sit stand walk for extended periods of time.
- Work requires the ability to talk hear listen and comprehend.
- Work requires the ability to drive and/or operate mechanical equipment.
- Work requires visual acuity of 20 feet or more visual acuity of 20 inches or less three-dimensional vision the ability to identify and distinguish colors
- Must be able to lift up to 20
- Work requires the ability to stoop kneel crouch and/or crawl.
SALARY:
- Hiring Range: $41808 - $43898 ($20.10 - $21.11)
- Salary Range: $41808 - $62712
**Salary is dependent on experience and qualifications**
Equal Employment Opportunity Statement - The City of Tomball does not discriminate on the basis of Race Color National Origin Sex Religion Age or Disability in employment or the provision of services.
Required Experience:
Unclear Seniority
Employment Type
Full-Time
