Records Management Specialist
Galveston, TX Galveston, TX Full-time Full-time $41,810 - $62,716 a year $41,810 - $62,716 a year 8 days ago 8 days ago 8 days ago Job Description Under general supervision, performs various duties relating to records management for the City as well as advanced staff support activities for the Office of the City Secretary.
The duties are accomplished by providing professional skills and general administration of Texas Public Information Act (TPIA) requests; and by preparing, sorting, filing, scanning, and indexing documents into a digital records system along with continuous upkeep of the Records Database in accordance with schedules adopted by the City and in accordance with federal, state, and local laws, rules, and regulations.
Other duties include routine records management and administrative support to the assigned department(s).
The incumbent will be required to operate with a high degree of autonomy while completing assignments that vary in complexity and responsibility.
Essential Functions:
Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills.
Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function.
Essential duties and responsibilities may include, but are not limited to, the following:
Under guidance from the City Secretary and/or Assistant City Secretary, responsible for analyzing, tracking, and coordinating responses to requests for documents, records, and public information and ensuring City of Galveston compliance with TPIA state guidelines.
Process municipal records by preparing, scanning, and indexing documents into a digital records system.
Accessing, updating, and maintaining City records through proper application of the Records Retention Schedule(s) adopted by the City and in accordance with federal, state, and local laws, rules, and regulations.
Continuous upkeep of the Records Database which includes monitoring the storage and disposition of records according to approved retention schedules and to ensure compliance with all applicable federal, state, and local laws, rules, and regulations.
Receive, authenticate, maintain, disseminate, and track departmental records and information.
Provide clerical support and customer service by answering phone calls, emails, and letters in a professional, helpful manner and providing efficient and courteous customer service to individuals contacted in the course of work.
Greets incoming residents or other visitors, determines the nature of the visit, and the appropriate response.
Participates in special projects as assigned by the City Secretary.
May conduct training on methods and procedures.
Supports the relationship between the City of Galveston and the general public by demonstrating courteous and cooperative behavior when interacting with citizens, visitors, and City staff; maintains confidentiality of work-related issues and City information; and performs other duties as required or assigned.
Employees may at any time be required to work in order to provide for the safety and well-being of the general public, including the delivery and restoration of vital services, in the event of an emergency.
KNOWLEDGE AND SKILLS:
Knowledge:
Knowledge of the Texas Public Information Act.
Principles and practices of records retention for a Texas home-rule municipality.
City organization, operations, policies, and procedures.
City Codes and Ordinances.
State and federal statutes, rules, and regulations including those specific to records retention applicable to the City.
Principles and practices of modern office systems.
Principles and practices of customer service.
Principles and practices of project management.
Knowledge of contract administration.
Knowledge of legal terminology.
Business and personal computers; word processing and spreadsheet software; and other general office equipment and computer applications.
Skill in:
Organizing and maintaining records.
Handling situations requiring diplomacy, fairness, firmness, and sound judgment.
Providing efficient customer service.
Multi-tasking.
Time management.
Performing data entry with a high degree of accuracy.
Understanding and applying City policies and procedures.
Establishing and maintaining cooperative working relationships with all levels within the City.
Communicating effectively verbally and in writing.
MINIMUM
Qualifications:
High School diploma or equivalent AND four years of experience in advanced staff support; OR an equivalent combination of education and experience.
LICENSE AND CERTIFICATION:
Possession of a valid Class C Texas Drivers License.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT:
Work is performed primarily in a standard office environment.
May be required to lift and carry items weighing up to 25 pounds, stooping, standing, walking, and sitting for prolonged periods of time dependent on the specific assignment.
May be required to climb ladders.
.
Estimated Salary: $20 to $28 per hour based on qualifications.
The duties are accomplished by providing professional skills and general administration of Texas Public Information Act (TPIA) requests; and by preparing, sorting, filing, scanning, and indexing documents into a digital records system along with continuous upkeep of the Records Database in accordance with schedules adopted by the City and in accordance with federal, state, and local laws, rules, and regulations.
Other duties include routine records management and administrative support to the assigned department(s).
The incumbent will be required to operate with a high degree of autonomy while completing assignments that vary in complexity and responsibility.
Essential Functions:
Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills.
Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function.
Essential duties and responsibilities may include, but are not limited to, the following:
Under guidance from the City Secretary and/or Assistant City Secretary, responsible for analyzing, tracking, and coordinating responses to requests for documents, records, and public information and ensuring City of Galveston compliance with TPIA state guidelines.
Process municipal records by preparing, scanning, and indexing documents into a digital records system.
Accessing, updating, and maintaining City records through proper application of the Records Retention Schedule(s) adopted by the City and in accordance with federal, state, and local laws, rules, and regulations.
Continuous upkeep of the Records Database which includes monitoring the storage and disposition of records according to approved retention schedules and to ensure compliance with all applicable federal, state, and local laws, rules, and regulations.
Receive, authenticate, maintain, disseminate, and track departmental records and information.
Provide clerical support and customer service by answering phone calls, emails, and letters in a professional, helpful manner and providing efficient and courteous customer service to individuals contacted in the course of work.
Greets incoming residents or other visitors, determines the nature of the visit, and the appropriate response.
Participates in special projects as assigned by the City Secretary.
May conduct training on methods and procedures.
Supports the relationship between the City of Galveston and the general public by demonstrating courteous and cooperative behavior when interacting with citizens, visitors, and City staff; maintains confidentiality of work-related issues and City information; and performs other duties as required or assigned.
Employees may at any time be required to work in order to provide for the safety and well-being of the general public, including the delivery and restoration of vital services, in the event of an emergency.
KNOWLEDGE AND SKILLS:
Knowledge:
Knowledge of the Texas Public Information Act.
Principles and practices of records retention for a Texas home-rule municipality.
City organization, operations, policies, and procedures.
City Codes and Ordinances.
State and federal statutes, rules, and regulations including those specific to records retention applicable to the City.
Principles and practices of modern office systems.
Principles and practices of customer service.
Principles and practices of project management.
Knowledge of contract administration.
Knowledge of legal terminology.
Business and personal computers; word processing and spreadsheet software; and other general office equipment and computer applications.
Skill in:
Organizing and maintaining records.
Handling situations requiring diplomacy, fairness, firmness, and sound judgment.
Providing efficient customer service.
Multi-tasking.
Time management.
Performing data entry with a high degree of accuracy.
Understanding and applying City policies and procedures.
Establishing and maintaining cooperative working relationships with all levels within the City.
Communicating effectively verbally and in writing.
MINIMUM
Qualifications:
High School diploma or equivalent AND four years of experience in advanced staff support; OR an equivalent combination of education and experience.
LICENSE AND CERTIFICATION:
Possession of a valid Class C Texas Drivers License.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT:
Work is performed primarily in a standard office environment.
May be required to lift and carry items weighing up to 25 pounds, stooping, standing, walking, and sitting for prolonged periods of time dependent on the specific assignment.
May be required to climb ladders.
.
Estimated Salary: $20 to $28 per hour based on qualifications.
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