Records Clerk

Job:                             Records Clerk

Department:            City Clerk

Pay Rate:                   Grade 12               $13.25/hourly      

Hours:                        Day Hours           8:00 am to 5:00 pm

Summary:

The Records Clerk is responsible for maintaining all official records and references for the City. This position reports to the City Clerk.

Primary Responsibilities:

• Coordinate with all departments to retrieve, organize, file, manage, and maintain records.
• Manage the City’s record management software system to include creating and editing workflows, quality control scanned documents, implementation and training for employee utilization.  
• Scan and store documents digitally.
• Create retention schedules based upon the Alabama Department of Archives and the City’s Internal Filing Policy
• Purge documents for destruction in accordance with State and City records management policies and procedures.
• Manage all public records requests received, including liaison with other city departments to compile and evaluate city records; ensure public records requests are fulfilled in accordance with State law.
• Oversee the City's mail service operation for all departments to ensure proper processing of all incoming and outgoing mail; transport mail to and from the post office and collect mail from post office boxes daily; sort incoming mail according to department; log and distribute as applicable.
• Perform specialized work to assist the City Clerk’s office in supporting City Council activities; assist with preparing and distributing supporting documents; upload meeting documents to the City’s website; review and edit meeting minutes;
• Maintain annual ordinance and resolution books; log and file ordinances, resolutions, Council meeting minutes, bid documents, etc.; and upload/update on the City’s website.
• Assist with municipal elections.
• All other duties as assigned

Knowledge, Skills, and Abilities:

• Knowledge of city operations to include legal issues, public relations, fiscal budgeting, compliance and protocol.
• Knowledge of City and State retention/destruction requirement and procedures.
• Knowledge of modern office procedures and techniques.
• Knowledge of office productivity software including Adobe, Microsoft Office products such as Word, Excel, Powerpoint, etc.
• Must have excellent organizational skills and be able to work with little to no supervision.
• Ability to maintain confidentiality.
• Ability to establish and maintain working relationships and communicate effectively with other City staff, elected officials, State agencies, etc.
• Ability to communicate verbally and in writing in a clear and concise manner.
• Ability to read and comprehend a variety of documents for accurate storage.

Job Requirements:

• Must have a valid driver’s license and driving record suitable for insurability. 
• Must be a graduate of an accredited high school or have a GED. Associate’s Degree preferred. 
• At least 2-3 years of clerical experience required or any combination of relevant job-related experience.
• Must have excellent computer skills.
• Willing to travel overnight to attend continuing education courses/workshops. 
• Willing to work non-standard hours and overtime as required. 
• Must be physically able to perform the essential functions of the position (walking, climbing, stooping, and bending).  Able to lift up to 20 pounds. 

Posting Dates:     3/3/2022 – 3/10/2022

City Employees interested in this position should contact Kathy Railey at 256-329-6782.

Seniority alone will not be the determining factor. Applicants must meet all requirements. 

External applicants may come the Municipal Complex to fill out an application, or complete one on-line at alexandercityal.gov.

City of Alexander City is an Equal Opportunity Employer