Records Specialist

City of Loveland•Loveland, CO

1d•Hybrid

About The Position

The Development Services Department is seeking a detail-oriented and highly organized Records Specialist to manage and maintain departmental records. This position is responsible for organizing, storing, retrieving, and tracking both electronic and paper records to ensure accuracy, accessibility, and compliance with record retention requirements. The ideal candidate will possess strong organizational and research skills, excellent attention to detail, and familiarity with open records request processes. This role supports the effective preservation, management, and accessibility of critical department records. Under the direction of the Administrative Supervisor, the Records Specialist is responsible for managing and maintaining Development Services’ permanent and active records in accordance with the City’s record retention policies. This role organizes, preserves, and tracks critical documents from the Building and Current Planning Divisions—including permits, plans, zoning, and development records—to ensure regulatory compliance, historical preservation, and public accessibility. The position oversees daily records management within the City’s retention system, inventories archived materials (including off-site storage) and identifies records eligible for retention or destruction per policy. Additionally, the role serves as the department’s primary contact for Colorado Open Records Act (CORA) requests, coordinating the timely retrieval and delivery of public records.

Requirements

High School or GED.
2 Years of experience with administrative and customer service experience, preferably in document management.
Proficiency in MS Office, Word, Excel, and Outlook.
Knowledge of computers and general computer applications, with proficient skills in learning new software programs.
Excellent customer service and phone skills.
Must have a good knowledge of standard office procedures/methods.
Must have the ability to handle multiple tasks simultaneously, think logically and solve problems, work well under pressure, and prioritize assignments to meet deadlines.
Must be able to develop and maintain effective, cooperative, friendly, and professional working relationships, using superior oral and written communication skills, with City employees and the public.
Must be capable of discerning when confidentiality is required and maintain confidentiality.

Responsibilities

Process, validate, scan, store, and index documents into the City’s permanent record retention system, including building permits, plans, certificates of occupancy, development plats, site plans, and development agreements.
Maintain and organize electronic and paper records, including related files, spreadsheets, and databases used to track records.
Develop, implement, and maintain records management systems, classification standards, and retention practices in compliance with Colorado Revised Statutes, Loveland Municipal Code, and City policies.
Coordinate with the City Clerk’s Office regarding document retention, destruction schedules, and compliance with the Colorado Open Records Act (CORA), and City-wide policies.
Coordinate and process departmental open records requests; research and retrieve records in response to requests from the public, staff, and other agencies via phone, email, mail, and in person.
Research, record, and track Development Services documents filed with the Larimer County Clerk and Recorder as needed.
Maintain the security and integrity of records and perform regular backups to ensure data preservation.
Assist with digitization efforts, archival organization, and the identification and disposal of outdated records in accordance with retention schedules.
Provide records and documentation to support internal and external audits.
Provide customer service support at the front counter as needed.
Complete special reports and major projects as related to records functions.
Assist with the continual review and update of the Standard Operating Procedures Manual.
Performs other duties as assigned.

Benefits

Two (2) Medical plans, Dental, Vision (for self/ spouse/ children)
A Dedicated, exclusive Employee Health and Wellness Center
Discounted Chilson Center passes
Paid vacation, holidays, floating holidays, and medical leave
Flexible spending including Dependent Care
Life Insurance, AD&D, Short-term and Long-term disability, and voluntary Critical Illness Coverage
Retirement 401a, 457, Roth (pre-& post tax) and company match
A Comprehensive Employee Assistance Program
Voluntary 529 College Invest program
Tuition Reimbursement
Employee Referral Program
Personal and Professional Development opportunities
Employee Recognition Program
Exceptional work-life balance
Market based pay & regular performance reviews
Local Government employment is eligible for Public Loan Forgiveness Program