Part-time Records Coordinator - City of Brenham, TX

Summary

Under the direction of the City Secretary is responsible for the administration of the records management program for the City; collects and organizes information for the preparation, retention, storage, and disposition of records; and provides records management services to all City departments in accordance with the Texas Local Government Records Act.

The pay rate for this position is $17.00 per hour. It is a part time, nonexempt position, scheduled to work approximately 20 hours per week.

*Part-time is defined as 20 hours per week or less, and less than 1000 hours annually; work hours include rotating schedule.

Completion of Open Meetings Act and Public Information Act training through the Texas Attorney General's Office within sixty (60) days of hire. A valid Texas driver's license.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Administer and oversee the storage, retrieval, inventory and destruction of city records in accordance with the Texas Local Government Records Act, the City's Record Management policies, as well as federal and state laws regarding records retention, storage and destruction.
• Assists with reviewing and implementing records retention schedules issued by the Texas State Library.
• Assists with developing and maintaining policies and procedures to ensure proper records management for all City departments.
• Coordinates with Information Technology to develop best practices and procedures to manage electronic information.
• Assists with the retention of records and files; processes automated and hard copy records and files utilizing record retention laws; and establishes archival systems (computerized and physical), helps maintain city records.
• Maintain and update confidential records and city records, such as ordinances, resolutions, minutes, and contracts in the Laserfiche document management system and manual filing system.
• Coordinates the organization and proper destruction of records for all city departments and maintain document destruction records.
• Assist the City Secretary with training for city employees on the City's record retention policy.
• Maintains confidentiality when handling City documents.
• Provides administrative support to the Department, as needed.
• Answer questions and provides assistance to citizens.

Supervisory Responsibilities

This is a non-supervisory position.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

At least five years of administrative or record/file room management experience; municipal government or legal organization experience; or any equivalent combination of education and/or experience that provides the required knowledge, skills, and abilities.

Knowledge Of

Knowledge of Texas Local Government Records Act. Courteous and professional telephone etiquette; computers; and standard office practices and procedures.

Skill/Ability To

Detail oriented; strong organizational skills; ability to operate computers, including performing word processing functions; read and understand letters, memos, and legal documents; above average writing and verbal communication skills, operate office equipment, such as copy machine, scanner, and facsimile machine; communicate effectively, both in person and over the phone; and establish and maintain effective working relationships.

Certificates, Licenses, Registrations

Completion of Open Meetings Act and Public Information Act training through the Texas Attorney General's Office within sixty (60) days of hire. A valid Texas driver's license.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, use hands to operate office equipment, including telephone and computer keyboard, reach with hands and arms, and talk and hear. The employee frequently is required to stand and walk; and the employee may be required to lift and/or move objects weighing up to 50 pounds, such as books and stacks of records. The employee is required to perform job duties from various heights, lift and/or move objects weighing up to 50 pounds, such as materials and equipment, and must carry, push, and pull materials. Specific vision abilities required by this job include close vision and the ability to adjust.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee has frequent contact with other employees in the assigned department and may be required to interact with employees outside of the department, and must remain calm and professional in tense, emotionally charged, and stressful situations. The employee is constantly required to change tasks frequently and to perform tedious exacting work. The employee may face difficult and stressful situations, and may be required to work under time pressures to meet deadlines, to perform multiple tasks simultaneously, and to work closely with others as part of a team. The noise level in the work environment is usually moderate.