About the position
The Records Coordinator position under the direction of the City Secretary is responsible for the administration of the records management program for the City of Brenham. This role involves collecting and organizing information for the preparation, retention, storage, and disposition of records, while providing records management services to all City departments in accordance with the Texas Local Government Records Act. The position is part-time, nonexempt, and scheduled to work approximately 20 hours per week, with a pay rate of $17.00 per hour. The role requires the completion of Open Meetings Act and Public Information Act training through the Texas Attorney General's Office within sixty days of hire, along with a valid Texas driver's license. The Records Coordinator will administer and oversee the storage, retrieval, inventory, and destruction of city records, ensuring compliance with the Texas Local Government Records Act and the City's Record Management policies. This includes assisting with the review and implementation of records retention schedules issued by the Texas State Library, developing and maintaining policies and procedures for proper records management, and coordinating with Information Technology to establish best practices for managing electronic information. The role also involves maintaining and updating confidential records and city records, such as ordinances, resolutions, minutes, and contracts, in both the Laserfiche document management system and manual filing system. Additionally, the Records Coordinator will assist the City Secretary with training for city employees on the City's record retention policy, maintain confidentiality when handling City documents, and provide administrative support to the Department as needed. The position requires answering questions and providing assistance to citizens, making it essential for the candidate to possess strong communication skills and a professional demeanor.
Responsibilities
- Administer and oversee the storage, retrieval, inventory, and destruction of city records in accordance with the Texas Local Government Records Act.
- Assist with reviewing and implementing records retention schedules issued by the Texas State Library.
- Develop and maintain policies and procedures to ensure proper records management for all City departments.
- Coordinate with Information Technology to develop best practices and procedures to manage electronic information.
- Assist with the retention of records and files; process automated and hard copy records and files utilizing record retention laws; establish archival systems (computerized and physical).
- 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.
- Coordinate 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.
- Maintain confidentiality when handling City documents.
- Provide administrative support to the Department, as needed.
- Answer questions and provide assistance to citizens.
Requirements
- 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 Texas Local Government Records Act.
- Courteous and professional telephone etiquette; computers; and standard office practices and procedures.
- Detail oriented with strong organizational skills.
- Ability to operate computers, including performing word processing functions.
- Ability to read and understand letters, memos, and legal documents.
- Above average writing and verbal communication skills.
- Ability to operate office equipment, such as copy machine, scanner, and facsimile machine.
- Ability to communicate effectively, both in person and over the phone.
- Ability to establish and maintain effective working relationships.
