RECORDS/AGENDA COORDINATOR

Job Title

This position performs routine to complex clerical and administrative work coordinating agenda management, records management, and contract management functions for the City Clerk's office. Performs related work as assigned. Reports to the City Clerk or designee.

Essential Functions

Coordinates, plans, and administers city-wide training on records, agendas and contracts management.

Responds to all public inquiries.

Composes, types and print letters, memorandums, and correspondences.

Attends city commission meetings as assigned.

Attends trainings as required by or as directed by City Management.

Provides Notary Public services.

Provides U.S. passport services as required by the U.S. Department of State.

Prepares reports based on departmental systems including records, contracts and agendas.

Ensures the confidentiality and security of sensitive information.

Answers the telephone; provides accurate information to callers and/or forwards calls to appropriate staff person. Performs customer/public service duties as required.

Performs routine to complex clerical work, including but not limited to entering computer data, maintaining logs and lists, copying and filing documents, typing forms, faxing information, etc.

Coordinates special projects as determined by the City Clerk.

Operates a variety of equipment such as a computer, printer, typewriter, copier, telephone, etc.

Interacts and communicates with the City Clerk, other supervisors and employees, co-workers, external organizations, and the public.

Performs related duties as assigned.

If assigned to Agenda Management:

• Oversees the city's computerized agenda system.
• Prepares and processes departmental agenda items.
• Prepares, distributes, and publishes meeting agendas, agenda packets, and related documents.
• Creates, maintains, and distributes the city's commission meeting calendar.
• Indexes commission meetings for public viewing.
• Reviews agenda items for errors and ensures consistency with established procedures.

If assigned to Records Management:

• Oversees the city's computerized public records system.
• Coordinates the storage, retrieval, and destruction of city records in compliance with state law.
• Maintains records retention and disposal schedules in compliance with records management guidelines.
• Maintains the records destruction certificates.
• Maintains city records inventory with archival contractors.
• Assist departments with digitizing records.

If assigned to Contract Management:

• Oversees the city's computerized e-signature system.
• Maintains all contracts and agreements approved by City Commission and/or the City Manager.
• Coordinates the filing, maintenance, and organization of department contracts.
• Ensures compliance with contract requirements.
• Processes check requests, requisitions, and purchase orders.
• Maintains and orders office supplies as needed.

Minimum Qualifications

High school diploma or GED equivalent and 4 years of progressively responsible clerical or customer service experience; or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities.

Possess a valid Notary Public certification or obtain within 3 months of employment.

Possess a valid records management certification or obtain within 2 years of employment.

Position Requirements/Qualifications

KNOWLEDGE, SKILLS & ABILITIES:

• Knowledge of the laws, ordinances, standards and regulations pertaining to records, agenda, and contract management.
• Knowledge of the city's organization and of related departments and agencies.
• Ability to comprehend, interpret and apply regulations, procedures and related information.
• Knowledge of the principles and practices of municipal government.
• Knowledge of modern office practices and equipment.
• Knowledge of English language including spelling, composition and grammar.
• Knowledge of basic mathematics.
• Ability to communicate effectively in oral and written form.
• Ability to adapt to an evolving and continually improving environment.
• Ability to respond to supervision, guidance and direction of supervisor in a positive, receptive manner and in accordance with stated policies and procedures.
• Ability to demonstrate a polite, helpful and courteous manner when engaged in any activity with the general public.
• Ability to operate and care for equipment to manufacturer's specifications and/or within the specified parameters.
• Ability to demonstrate an understanding, consideration, and respect of cultural, religious, and gender

PHYSICAL DEMANDS: Requires light physical effort that may include lifting up to 10 pounds. Work is most commonly performed indoors or in an office environment.