Records Specialist

Job Summary

The Record Specialist processes municipal documents including confidential records such as birth and death certificates litigation files and other sensitive documents. Specialist interacts directly with the public by phone and in person and collects fees and does reconciliation of fees collected. Employee is required to perform all similar or related duties as assigned.

Essential Job Functions

• Maintain regular and prompt attendance; physically present to work.
• Processes applications and issues certified copies of birth death and fetal certificates.
• Collects monies from the certificates issued.
• Explains applications for the public in person and by phone regarding Vital Statistics public information and other administrative procedures.
• Retrieves and verifies records through the Texas Electronic Vital Events Registration to the Texas Bureau Vital Statistics in Austin Texas.
• Assists the Local Registrar schedules appointments and conducts the Acknowledgement of Paternity forms for the public as needed.
• Issues Burial Transit Permits during normal working hours as needed.
• Fulfills public information requests by coordinating timely production of records from various departments and review by City Attorney; calculates cost or estimate of reproduction; prepares cover letter explaining costs and exemptions.
• Assist the City Secretary in preparation of City Commission meetings and/or special events.
• Assist the City Secretary in the coordination and organization of any social functions and meetings as required by the Mayor or City Commission.
• Provide citizens with information pertaining to city ordinances city commission meetings and hearings.
• Assists as back-up to Receptionist/switchboard desk.
• Work consists of a variety of duties that generally follow standardized practices procedures regulations or guidelines. The sequence of work and/or the procedures followed vary according to the nature of the transaction and/or the information involved or sought in a particular situation.
• Complete the Open Meetings Act and Public Information Act training.

Minimum Qualifications & Requirements

• Must have a High School diploma; or equivalent.
• Must have 3 -5 years of related work experience.
• Must have knowledge of Microsoft Word Excel Internet and Email.
• Must have a thorough knowledge of management and planning.
• Applicant must pass a pre-employment criminal background check and drug screen at the Citys expense.
• Applicant must have a current valid Class C Texas Drivers License and be
• Must successfully complete Emergency Management and Incident Command Training within the first three months of hire date.
• Bilingual English/Spanish

Knowledge Skills and Abilities

• Must use confidentiality in all situations as will have regular access at the departmental level of a wide variety of confidential information including personnel records client records criminal investigations court records financial records.
• Knowledge of local state and federal laws regarding the Texas Open Meetings Act Public Information Act and Vital Statistics.
• Must be accountable for consequences of errors missed deadlines or poor judgement may include customer relations or significant time loss.
• Must show good judgement in well-defined or detailed rules instructions and procedures cover all aspects of work. Involves choosing the appropriate practices procedures regulations or guidelines to apply in each case.
• Knowledge of use of modern technology including switchboards computers other office equipment and data processing applications to complete municipal operations.
• Must be able to type file and sort.
• Ability to communicate and be able to interact with the business professional residential and tax paying community.
• Ability to follow clear detailed and specific instructions govern the work or are explained with each assignment. Questionable situations are referred to the supervisor. The supervisor reviews the work in progress or upon completion.
• The majority of interactions are with internal co-workers and require ordinary courtesy and tact. Employee interacts with co-workers to give and receive information regarding work. Contacts with the public takes place on an occasional basis.
• Ability to follow city policy and procedures.

Physical Demands

• Must have the use of sensory skills to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact as normally defined by the ability to see read talk hear handle or fell objects and controls.
• Know how to work with hand tools such as a hammer and/or screwdriver.
• Occupational risk exposure is similar to that found in typical office settings.
• Physical capability to effectively use and operate various items of office related equipment such as but not limited to personal computer calculator copier and fax.
• No significant standing walking moving climbing carrying bending kneeling reaching crawling and handling sitting standing pushing and pulling.
• The employee must occasionally lift and/or move up to 30 pounds.
• Work environment involves everyday discomforts typical of offices with occasional exposure to outside elements. Noise of physical surroundings may be distracting but conditions are generally not pleasant.

Disclaimer

This job description is intended to describe the general nature and level of work being performed by individuals assigned to this position. It is not intended to be an exhaustive list of all responsibilities duties and skills required of personnel so assigned to this position. This job description does not constitute an employment agreement and is subject to change as the needs and requirements of the job change.

Required Experience:

Unclear Seniority