Performs more difficult administrative and technical support functions for the City Clerk’s Office with limited supervision, focusing on a wide variety of independently performed tasks in the area of Administrative Support or Records Management.

Essential Functions

Administrative Assignment:
Answers incoming phone calls and greets walk-in customers, using initiative and discretion when answering varied inquiries and providing general department, division, or program information to internal and external customers; refers customers to appropriate department staff as needed.
Receives, processes, and accepts various contracts, extension letters, etc. both digitally and manually, inputs data into electronic databases.
Creates, updates, and maintains basic spreadsheets, reports, and databases from established content; verifies and tabulates data; run basic reports and queries as requested.
Acts as a liaison for information technology issues, assisting with updating policies and procedures, preparing reports, and completing related clerical tasks.
Processes and verifies general financial and purchasing functions and entries using a city issued procurement card. May collect payments and fees from customers.
Maintains electronic posting boards ensuring agendas, minutes, and the weekly Notice of Quorum is posted on behalf of the City Council and in conformance with local, state, and federal laws.
Maintains an Arizona Public Notary Commission and is the main processor of incoming notary requests.
Performs other related duties as assigned.

Records Management Assignment:
Answers incoming phone calls and greets walk-in customers, using initiative and discretion when answering varied inquiries and providing general department, division, or program information to internal and external customers; refers customers to appropriate department staff as needed.
Manages city records by evaluating retention, archival and disposition of records; determines and implements retention requirements; communicates requirements to other departments; maintains records databases by searching and editing data and tracking records.
Administers records management program by updating and maintaining all forms and materials; develops best practices; responds to questions and inquiries; develops and administers applicable training programs; and ensures compliance with all local, state, and federal regulations.
Develops electronic document management system indexing standards and provides a lead role in cleaning up existing City records.
Provides customer service by handling requests, researching data, and archiving records.
Provides administrative support by acting as a liaison for information technology issues, assisting with updating policies and procedures, preparing reports, and completing related clerical tasks.
Provides customer service by handling requests, researching data, and archiving records.
Performs other related duties as assigned.

Minimum Qualifications/Special Requirements/Success Factors

Two years of administrative support or records management experience preferably in a City Clerk Office or related field.

Knowledge of:
Departmental policies and procedures
Record keeping practices and procedures
Customer service procedures and techniques
Standard office practices and procedures
Alphabetizing and filing systems
General bookkeeping practices and methods

Ability to:
Follow oral and written instructions
Respond to requests and inquiries tactfully and courteously
Keep and maintain complete and accurate records and filing systems for easy retrieval of information
Learn department programs, policies, procedures and processes sufficiently enough to convey related information to the public and other city staff
Communicate effectively both orally and in writing
Accurately proofread numerical and text data
Operate a computer and related software and demonstrate proficiency to prepare work orders, documents, spreadsheets, databases, email and timesheets
Establish and maintain effective working relationships

Any equivalent combination of training and experience that provides the required knowledge, skills and abilities is qualifying.

Success Factor Classification Level - Foundational

Success Factors Definitions Classification Levels
Personal Accountability & Integrity Takes personal responsibility for the quality and timeliness of work and in complying with organizational rules, policies and procedures. Earns others’ trust and respect through consistent honesty and professionalism. Foundational, Professional/Supervisory, Managerial, Executives
Teambuilding & Collaborative Relationships Inspires and fosters team commitment, spirit, pride and trust; develops cooperative working relationships with others. Foundational, Professional/Supervisory, Managerial, Executives
Effective Communication Conveys information respectfully, credibly, and effectively. Foundational, Professional/Supervisory, Managerial, Executives
Continuous Learning & Development Assesses and recognizes own strengths and weaknesses; takes initiative in pursuing self-development and learning to expand skills and increase knowledge. Foundational, Professional/Supervisory, Managerial, Executives
Commitment to Service Excellence Strives to excel in meeting the needs of both internal and external customers in a fair and equitable manner. Delivers high-quality services with a commitment to continuous improvement. Foundational, Professional/Supervisory, Managerial, Executives
Innovation Applies original thinking in approach to job responsibilities and to improve processes, methods, systems or services. Foundational, Professional/Supervisory, Managerial, Executives

Physical Requirements/Working Conditions

Required to lift and carry up to 30 lbs. regularly

Working Conditions
Office setting