Administrative Records Assistant

Eagle Mountain City•Eagle Mountain, UT

3d•Onsite

About The Position

The Administrative Records Assistant provides clerical, administrative, and customer support for the Recorder’s Office. The role supports daily departmental operations by maintaining accurate records, processing documents and data efficiently, coordinating administrative tasks, and assisting members of the public and internal stakeholders. The position works under the general supervision of the City Recorder and does not supervise other employees. The assistant performs reception and customer service duties; prepares, processes, scans, indexes, files, and retrieves public records; and maintains physical and electronic records, databases, spreadsheets, and reports. The role also checks materials for accuracy and compliance, handles transaction and payment information, maintains archive records in accordance with retention schedules, and assists with cemetery records and interment scheduling. The position requires a high school graduation and two years of job-related experience, or an equivalent combination of education and experience. A Utah driver’s license is required, and the employee must become a Notary Public within the first six months of employment. The work takes place in a typical climate-controlled office setting and requires availability Monday through Friday, 9 a.m. to 5 p.m.

Requirements

Graduation from high school and two years of job-related experience, or an equivalent combination of education and experience.
Utah driver’s license.
Become a Notary Public within the first six months of employment.
Knowledge of basic administrative procedures, technical writing, and general research methods, sources, and procedures.
Understanding of best practices for maintaining physical and electronic filing systems, including organizing, updating, and securing records in accordance with organizational policies.
Knowledge of English usage, spelling, vocabulary, grammar, and punctuation.
Knowledge of Microsoft Word and Outlook, Edge and Chrome, digital recording systems, and general office practices, procedures, and equipment.
Ability to communicate effectively verbally and in writing and follow verbal and written instructions.
Ability to work under pressure and meet impending deadlines, establish effective working relationships with employees and the public, and exercise discretion and independent judgment.
Ability to produce clear and accurate reports, acquire knowledge of state and local statutes pertaining to city council meetings, and act resourcefully under varying conditions.
Ability to maintain strict confidentiality concerning sensitive administrative information.
Ability to operate a Windows personal computer and city database system to produce or compose formal documents, reports, and records.
Ability to establish and maintain comprehensive records and files and operate standard office equipment.

Responsibilities

Perform department reception and customer service duties, including greeting visitors and responding to phone calls and emails.
Receive, transfer, or refer calls to appropriate sources and provide timely information about department services and responses to inquiries and complaints.
Assist in preparing, processing, and filing documents entered into the public record.
Scan, index, and enter documents and records into department databases and records management systems.
Organize and file physical and electronic records, and verify that records are complete, accurate, and retrievable.
Assist staff in locating, retrieving, and researching records and files.
Process transactions; compute or verify data, fees, and payments; and transmit, screen, and convey information using required formats, documents, and procedures.
File and organize subdivision files to ensure records are accurate and accessible.
Check completed materials for accuracy and compliance, including grammar, spelling, and formatting.
Update and maintain spreadsheets, databases, and reports, and track and log departmental data.
Sort, arrange, file, and maintain archive documents and records; update and purge files according to approved retention schedules and department guidelines.
Assist with managing and maintaining cemetery records and respond to general questions about the cemetery and sale of cemetery spaces.
Coordinate with funeral homes and others to schedule and accommodate interments.
Perform related duties as required.