Records Clerk - Planning & Development
About The Position
The Planning and Development Department (PDD) guides the physical development of the city by preserving our historic sites, planning what can be built, and ensuring safe construction of buildings and infrastructure. It is a city department of over 500 employees across four main Divisions: Management Services, Planning, Historic Preservation, and Development. The Planning and Development Department has a Records Clerk vacancy in the Management Services Division in the Records Section. Records Clerks perform clerical functions, which may vary based on assignment. This customer service position assists with internal and external customers in a front-counter environment as well as via email and telephone. This position also performs data entry using a records management database, physical record keeping and filing, and payment processing. The Records Clerk position is located at City Hall, and has a Monday through Friday, 8AM to 5PM schedule.
Requirements
- One year of clerical recordkeeping experience, including experience working with computerized records systems.
- Other combinations of education and experience that meet the minimum requirements may be substituted.
- All finalists for positions are subject to a criminal background check applicable to the department or position.
- Some positions require the use of personal or City vehicles on City business. Individuals must be physically capable of operating the vehicles safely, possess a valid driver's license and have an acceptable driving record. Use of a personal vehicle for City business will be prohibited if the employee is not authorized to drive a City vehicle or if the employee does not have personal insurance coverage.
Nice To Haves
- Experience providing customer service in person in a front counter environment and over the phone.
- Experience entering information into a database and records management tasks.
- Experience sorting, scanning, and performing research with construction plans and supporting documents.
- Experience processing Public Records Request.
- Cash handling and balancing experience.
- Experience working with OnBase and KIVA.
- Experience using Electronic Document Management System.
- Experience with records retention and destruction policies and procedures.
- Picking up and moving items weighing approximately 20 pounds or less such as mail, supplies, and files may be required.
- Ability to provide effective customer service in an active public counter environment.
- Ability to learn technologies used to manage and maintain a large central records system.
- Ability to work in a fast-paced environment with multiple competing priorities.
- Strong attention to detail in reviewing documents for completeness and accuracy.
- Strong computer skills, including advance proficiency in Microsoft suite (Microsoft outlook, excel, word) and data entry skills.
- Familiarity with various types of building plans.
Responsibilities
- Serve the public at counter, phones, and email by assisting customers with research requests involving KIVA, SHAPE, OnBase and GIS Mapping System
- Respond to public record requests assigned by City Manager's Office
- Prepare, scan, and index construction plans and supporting documents
- Process payment and receipt for copies, Historic Preservation books, and change of records affidavits
- File and retrieve electronic records
- Purge Records according to the Records Retention Schedule
- Research and cross reference documents
- Archive Records Management
- Rapidly and accurately perform job duties
Benefits
- Traditional pension with employer and employee contributions, click here for more details: Pension Information
- 401(a) and 457 plans with employer contributions
- Choice of generous medical HMO, PPO, or HSA/HDHP plans
- Medical enrollment includes a monthly $150 City contribution to a Post-Employment Health Plan
- Wellness incentive of up to $720 annually
- Dental, vision, and life insurance options
- Employer paid long-term disability
- Free Bus/light rail pass
- Tuition reimbursement program up to $6,500 per year
- Paid time off includes 13.5 paid holidays, 12 vacation days, and 15 sick days and personal leave days
- Paid Parental Leave for eligible employees up to 480 hours (12 weeks) of paid leave for the birth, adoption, or foster care placement of a child during a 12-month period
- Federal Student Loan Forgiveness offered through Savi
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Industry
Executive, Legislative, and Other General Government Support
Education Level
High school or GED
