City of Kenmore

Job Posting

• Name: Records Clerk (Temporary, Part-Time)
• Type: Part-Time, Temporary
• Position Duration: Approximately October 2023 – May 2024
• FLSA: Non–Exempt; Eligible for Overtime
• Pay Rate: $25-31 per hour, DOQ.
• Location: Kenmore City Hall - 18120 68th Ave NE, Kenmore, WA 98028
• Posted Date: 10-6-23
• Closing Date: 10-20-23
• Interviews: Week of October 23, 2023

GENERAL FUNCTION

This is a part-time, limited term position. The Records Clerk performs administrative duties in direct support of the City Clerk’s Office. The position performs many administrative duties related to the classification, organization, destruction, and archiving of records. This position reports directly to and is supervised by the City Clerk. This position works in close collaboration with the Public Records Officer, the Deputy Clerk, and the internal STORE Committee.

Work is done within the guidelines of a variety of state laws and city policies and procedures. The Records Specialist works with detailed, complex, and sensitive materials and must exercise judgment in identifying documents and respective archival designation authority.

• The work will focus on classifying and organizing documents according to the State Archives CORE Retention schedule, for example: https://www2.sos.wa.gov/_assets/archives/recordsmanagement/local-government-common-records-retention-schedule-core-v.4.2-(august-2021).pdf
• The Records Clerk will work 15-20 hours per week for the following term: Approximately  October, 2023 to May, 2024
• The preferred schedule will be to work three days during the week. The official schedule is negotiable and will be discussed with the City Clerk.

REPRESENTATIVE ESSENTIAL DUTIES and RESPONSIBILITIES

This list is intended to illustrate the various types of work that may be performed. The omission of specific statements does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

• Inventory of records in various departments. Meet with designated department liaison to discuss department projects and scope when necessary.
• Proper classification of records with a Designation Authority Number (DAN)
• Organization of Records in preparation of destruction.
• Isolating records which are expired.
• Accurate submittal of a Notice of Destruction form to the City Clerk
• Accurate submittal of Notice of Archiving form to the City Clerk
• Timely scheduling of Archival records review and pickup of records with the State Archivists office (recordsmanagement@sos.wa.gov)
• Timely scheduling of bulk destruction of expired records boxes with vendor, Stericycle
• Routine clerical duties such as: posting, publishing, and downloading material and notices to and from various websites, updating indices, records and historical research, routing contracts and approvals for signature, maintaining and auditing paper and electronic files, preparing records for off-site transfer, and running reports.
• Preparation of oral and written progress reports related to records management project/process.
• Submittal of accurate and timely invoices for records destruction.
• Maintaining confidentiality of sensitive materials and information.
• Researching, organizing, and reporting on data as required.
• Operating personal computers, including Microsoft Office Suite and database software. Ability to learn and use proprietary software such as: iCompass (agenda and document management) as necessary.

  OTHER DUTIES

  • Because of the small size of City staff, each employee is expected to perform a wide range of office and field duties as may be required from time to time.
• Ability to maintain regular, predictable, and reliable attendance during scheduled hours. Performs other duties as may be assigned

MINIMUM QUALIFICATIONS

• Associate degree and 2 years of progressively related work experience. Prior governmental experience is preferred, but not required. Experience working with archiving and destruction of municipal records is highly desirable. The City may consider a combination of education and experience to meet the City's preferred qualifications.

WORKING CONDITIONS

Work is generally performed in an office setting. While performing the duties of this job, the employee is frequently required to sit and talk or hear, use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to walk.

The employee must occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. The noise level in this work environment is moderately loud. The employee must lift boxes of files within the record storage rooms and to reorganize and reorder files.

KNOWLEDGE and SKILLS (Entry requirements)

Knowledge of:

• State and local laws and regulations regarding public records.
• General office procedures and records management practices including application of Washington state records retention schedules.
• Microsoft Office products, such as: Word, Excel, and Outlook.
• Correct English usage, grammar, spelling, punctuation, and vocabulary.

Skill in:

• Reading, interpreting, applying, and explaining federal, State, and local laws, rules, regulations, policies, and procedures.
• Communicating with clarity, both orally and in writing.
• Establishing and maintaining effective working relationships with those contacted in the course of work.
• Working independently, meeting schedules and timelines, and making appropriate decisions regarding work methods and priorities