Administrative Assistant III

City of San Juan, Texas•San Juan, TX

2d•$17•Onsite

About The Position

Under general supervision of the City Secretary, the Administrative Assistant III performs varied responsible clerical or secretarial work, which includes administrative responsibility. Maintains centralized city records, facilitates the City’s record retention schedule, administrative duties for registering documents for issuance of birth and death records and provides administrative support to other departments and performs related duties as required. ESSENTIAL JOB FUNCTIONS: Duties may include but are not limited to the following: Serve as the City’s Records Liaison: oversee and maintain the development and administration of the City’s records management system (inventory and destruction). Assist in the training and overseeing of departmental personnel in the fundamentals of records management in order to ensure the permanent preservation of the city's historical records. Assist with records retention schedules, policies, procedures and manuals for record management, records imaging, vital records protection, preservation and disaster preparedness. Assist in the preparation of records retention and disposition schedules for all City records. Review all departmental requests for disposal of records and initiate the authority of records disposal forms to be reviewed and approved by the City Secretary. Search and retrieve information/documents from files in response to general requests from authorized users. Retrieve and file documentation and ensure that they are returned accordingly. Amend retention schedules, as necessary and submit to Texas State Library accordingly. Serve as Deputy Local Registrar, as per the Texas Department of Health. Issue birth and death certificates and burial transit permits. Assist with birth, death, and fetal death registration in the respective registration district. Secure a complete record of each birth, death, and fetal records. Attend at minimum, one annual conference to keep abreast of vital registration policies and procedures to ensure compliance. Print birth amendments and assign local numbers to death certificates in the Electronic (TxEver) system. Assist in preserving the vital records in the records room. Prepare quarterly reports to the State Comptroller’s Office. Prepare monthly reports to the Secretary of State. Prepare yearly self-assessment survey that is required by the state. Scan new vital records in Docuware software. Process all payments related to Public Information Requests, affidavits, TABC permits, facility reservations, and vital statistics in accordance with the standard operating procedures. Provide support/cover the receptionist area as needed. Will perform other related duties as assigned.

Requirements

Requires a High School diploma with two (2) years of college or training in specialized area such as records management to efficiently organize, develop and coordinate as appropriate.
Experience in assisting in a comprehensive records management program, preferably in a government agency, including records administration and program retention and disposal, identifying and preserving important legal and historical records.
Ability to assist the public, staff and elected officials.
Knowledge of principles in records management, organization and administration; some local state and federal laws relating to record retention and dissemination, knowledge of office methods, records filing, equipment and practices.
Ability to use judgment and initiative: to establish and maintain effective working relationships with employees, elected officials, and the public.
Must have excellent grammar, writing, communication and organizational skills and be able to accurately type a minimum of 50 wpm.
Must possess a valid Texas Driver’s License.

Nice To Haves

Bilingual (English and Spanish) and Associate’s Degree in records management, public administration, or related field.

Responsibilities

Serve as the City’s Records Liaison: oversee and maintain the development and administration of the City’s records management system (inventory and destruction).
Assist in the training and overseeing of departmental personnel in the fundamentals of records management in order to ensure the permanent preservation of the city's historical records.
Assist with records retention schedules, policies, procedures and manuals for record management, records imaging, vital records protection, preservation and disaster preparedness.
Assist in the preparation of records retention and disposition schedules for all City records.
Review all departmental requests for disposal of records and initiate the authority of records disposal forms to be reviewed and approved by the City Secretary.
Search and retrieve information/documents from files in response to general requests from authorized users.
Retrieve and file documentation and ensure that they are returned accordingly.
Amend retention schedules, as necessary and submit to Texas State Library accordingly.
Serve as Deputy Local Registrar, as per the Texas Department of Health.
Issue birth and death certificates and burial transit permits.
Assist with birth, death, and fetal death registration in the respective registration district.
Secure a complete record of each birth, death, and fetal records.
Attend at minimum, one annual conference to keep abreast of vital registration policies and procedures to ensure compliance.
Print birth amendments and assign local numbers to death certificates in the Electronic (TxEver) system.
Assist in preserving the vital records in the records room.
Prepare quarterly reports to the State Comptroller’s Office.
Prepare monthly reports to the Secretary of State.
Prepare yearly self-assessment survey that is required by the state.
Scan new vital records in Docuware software.
Process all payments related to Public Information Requests, affidavits, TABC permits, facility reservations, and vital statistics in accordance with the standard operating procedures.
Provide support/cover the receptionist area as needed.
Will perform other related duties as assigned.