Job Description

Summary:

Supervision Received and Exercised:

Receives general supervision by the Town Clerk. No supervision is exercised.

Distinguishing Characteristics:

This is a single-position classification that is responsible for the coordination and maintenance of the Town’s official computerized and manual records management systems. Responsibilities include implementing and maintaining policies and procedures of the records management systems, providing relevant information for Town employees and the public, and a variety of administrative duties in the Town Clerk’s office. This class is distinguished from other administrative and secretarial classes in that it requires specialized technical knowledge and skills pertaining to records retention, storage, and disposal, in addition to standard office support duties.

Essential Functions:

Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and duties performed by incumbents of this class. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. Factors such as regular attendance at the job are not routinely listed in job descriptions but are an essential function. Management reserves the right to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job. Essential duties and responsibilities may include, but are not limited to, the following:

Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and duties performed by incumbents of this class. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. Factors such as regular attendance at the job are not routinely listed in job descriptions but are an essential function. Management reserves the right to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job. Essential duties and responsibilities may include, but are not limited to, the following:

• Maintains computerized and manual records management systems for the Town’s official documents, including receiving and responding to requests for the storage and/or release of records, establishing schedules and methods for records maintenance, destroying records as directed by the Town Clerk in accordance with Town policies and procedures, and maintaining and implementing procedures for the storage of and access to those records.
• Implements and maintains policies and procedures for the recording, indexing, filing, and retrieving of active documents and the storage of inactive documents.
• Under direction from the Town Clerk, responds to inquiries regarding public records, the Public Records Act, the Freedom of Information Act, and the Brown Act; responds to legal requests for records; ensures that all public records are open to inspection at all times during office hours and that every person’s right to inspect any public record of the Town is upheld; justifies any nondisclosure and/or deletes any portions that are exempt from the mandate of the Public Records Act as directed; provides assistance to the public by helping to identify records and information relevant to the request; ensures timely response to all requests and communicates in writing with any requester in cases of unusual requests that may cause delays in obtaining all requested information.
• Coordinates scanning production, quality control procedures, and off-site storage.
• Assists the public and Town employees by providing information and research assistance regarding the Town’s documents.
• May train other office support staff in work procedures to ensure that work is completed within procedural requirements.
• Updates retention schedule to reflect current legal requirements.
• Performs a variety of administrative duties in support of the Town Clerk’s Office, such as working with the Town Council and various Committee/Commission Members; greeting the public, receiving and screening telephone calls, taking messages, directing callers to the proper office or person, and providing factual information regarding Town and departmental activities and functions in a professional and courteous manner.
• Supports the Town’s Passport Agent function and process passport applications from the public.
• Performs other duties as assigned.

Minimum Qualifications:

An equivalent combination of training and experience that would provide the required knowledge, skills, and abilities may be considered.  A typical way to obtain the required qualifications would be:

Education, Training, and Experience Guidelines
An equivalent combination of training and experience that would provide the required knowledge, skills and abilities may be considered. A typical way to obtain the required qualifications would be:
Equivalent to the completion of the twelfth (12th) grade and two (2) years of increasingly responsible record keeping experience, including the maintenance of automated and manual records and files.

License and Certification Requirements:

• Valid California class C driver’s license with satisfactory driving record and automobile insurance.

Knowledge of:

• Principles and practices of records management, retention, and proper disposition.
• Applicable Federal, State, and local codes, regulations, policies, technical processes, and procedures related to records management, retention, and disposition.
• Modern office administrative and secretarial practices and procedures, including the use of standard office and computer equipment.
• Business letter writing and the standard format for reports and correspondence.
• Business arithmetic and basic statistical techniques.
• Computer applications related to the work.
• English usage, grammar, spelling, vocabulary, and punctuation.
• Techniques for dealing effectively with the public and Town staff, in person and over the telephone.
• Techniques for providing a high level of customer service to the public and Town staff, in person and over the telephone.

Ability to:

• Perform responsible technical administrative support work with accuracy, speed, and minimal supervision.
• Interpret, apply, and explain a wide variety of technical policies and procedures, and communicate difficult procedures and regulations to those encountered in the course of work.
• Compose correspondence and reports independently or from brief instructions.
• Organize, maintain, and update Town records database and management systems.
• Make accurate arithmetic computations.
• Enter and retrieve data from a computer with sufficient speed and accuracy.
• Type at 50 wpm.
• File materials alphabetically, chronologically, and numerically.
• Organize own work, set priorities, and meet critical time deadlines.
• Operate modern office equipment, including computer equipment and specialized software applications programs.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Establish and maintain effective working relationships with those contacted in the course of the work.

Physical Demands and Working Environment:

Fair Labor Standards Act labels cannot be given to a group of employees. Each employee must meet every requirement for the claimed exemption. The designation mentioned above is for general manager guidelines.