Administrative Records Assistant

Eagle Mountain City•Eagle Mountain, UT

1d•$21 - $22

About The Position

The Administrative Records Assistant provides clerical, administrative, and customer support for the Recorders Office. The role supports accurate records management, efficient document and data processing, and responsive front-line service to the public and internal stakeholders. The position works under the general supervision of the City Recorder and has no supervisory responsibilities. The schedule is Monday through Friday, 9:00 a.m. to 5:00 p.m.

Requirements

High school graduation and two years of job-related experience, or an equivalent combination of education and experience.
Knowledge of basic administrative procedures, technical writing, and general research methods, sources, and procedures.
Understanding of 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 to follow verbal and written instructions.
Ability to work under pressure and approaching deadlines and to establish effective working relationships with employees and the public.
Ability to exercise discretion and independent judgment, act resourcefully, and maintain strict confidentiality of sensitive administrative information.
Ability to prepare clear and accurate reports and use a Windows 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.
Utah driver's license.
Must become a Notary Public within the first six months of employment.

Responsibilities

Perform reception and customer service duties, including greeting visitors, responding to calls and emails, directing inquiries, providing information about department services, and communicating with the public.
Assist in preparing, processing, and filing documents entered into the public record.
Scan, index, and enter documents into department databases and records management systems; organize and verify physical and electronic records.
Help staff locate, retrieve, and research records and files.
Process transactions; compute or verify data, fees, and payments; and transmit, screen, and convey information using required formats and procedures.
File and organize subdivision files to keep records accurate and accessible.
Review completed materials for accuracy and compliance, and correct grammar, spelling, and formatting.
Update and maintain spreadsheets, databases, and reports, and track and log departmental data.
Sort, arrange, file, and maintain archive documents; update and purge files according to approved retention schedules and department guidelines.
Assist with cemetery records, answer general questions about the cemetery and cemetery-space sales, and coordinate interments with funeral homes and others.
Perform related duties as required.