Records Specialist

Records Specialist Tomball, TX 77375 Apply Overview Position Type Full Time Job Shift Day Apply Description The City of Tomball is accepting applications for a Records Specialist . This position will process Texas Public Information Act Requests ( TPIA ); organize, manage, and coordinate the City Secretary's Records Management Program; and provide administrative support to the City Secretary's Office. Provide information for public regarding open records and laws. Scan all pertinent office documentation, index, file, organize physical and digital files and assist with records retention. Define and categorize records according to their accessibility and relevance to retention and use in consultation with the City Secretary This position is considered Essential Personnel and is required to respond to natural and man-made disasters, unless released by Department Director.

DUTIES AND RESPONSIBILITIES

Provide information for public regarding open records and laws. Scan all pertinent office documentation, index, file, organize physical and digital files and assist with records retention. Define and categorize records according to their accessibility and relevance to retention and use in consultation with the City Secretary to ensure all files and data are protected. Responsible for the care and organization of storage facilities and equipment; including keeping a map designating records locations, tracking storage capacity, and keeping stock of associated supplies; and production of files or records upon request. Respond to complex customer services inquiries through answering telephone calls, e-mails or face-to-face communication, direct calls and inquiries to appropriate personnel. Assist with destruction of records under the Texas State Library Retention Schedules; programs and events; and ordering of supplies. Assist with election duties (including some evening and weekend hours). Provide general clerical support for the department. Establish and maintain a variety of office and Department files. Perform a variety of special studies and prepare reports. Check letters, reports, records, and other items for accuracy, completeness, and compliance with established standards. Function as a notary public. Ensure Records Management Software compliance. Other duties as assigned.

KNOWLEDGE AND SKILLS

General office and administration procedures Customer service practices and procedures and telephone etiquette. Department policies, procedures, and practices Organization and operation of municipal government. Correct punctuation, spelling, and grammatical usage. Maintaining digital/paper records and filing systems in an organized and detailed manner. Ability to work with frequent interruptions and maintain emotional control under stress. Ability to communicate clearly, both orally and in writing; take initiative and the ability to work with little supervision. Proficient in use of modern office equipment including personal computers. Development and maintenance of filing and record keeping systems. Computer systems and software applications related to duties and responsibilities.

SALARY :

Hiring Range:

$41,808•$43,909 ( $20.10•$21.11 )

Salary Range:

$41,808•$62,712 Qualifications

PREFERRED EDUCATION, EXPERIENCE AND CERTIFICATIONS

High school diploma or equivalent. Two to three years of experience in records management or a related field within a municipal government environment Notary Public or ability to obtain within six months of hire. Current and valid Texas Driver's License with driving record that meets City guidelines required. Completion of GARA Certificate Program within one year of hire date. CJIS training will be required to be completed within 6 months of hire. Depending on the needs of the City, additional licenses and certifications may be required.