RECORDS SPECIALIST

Job Description:

RECORDS SPECIALIST

Description

Description

Our Vision: We aspire to be the community of limitless possibilities.

Our Mission is to provide exceptional services for a safe, thriving community, while honoring our history and innovating for the future.

Embrace the New - Do Right - Lend a Hand - Find a Way - Enjoy our Work - Celebrate Uniqueness

POSTING WILL CLOSE AFTER 75 APPLICATIONS HAVE BEEN RECEIVED

**In order to be considered for this position within the City Clerk's Office, applicants must attach a cover letter (maximum one page in length) that highlights their qualifications in the following areas: 1. Experience coordinating and/or administering public records disclosure and records retention. 2. Records management experience 3. Demonstrated attention to detail in administrative or clerical work. Applications submitted without a cover letter will be considered incomplete and will not be reviewed.

Our Benefits
The City of Buckeye provides an extensive benefits package designed to support the well-being of our employees. This includes health, dental, vision, life, pet insurance, as well as wellness incentives. Coverage begins the first day of the month following the start of your employment.

Vacation & Sick Leave

At the City of Buckeye, we understand the vital role that vacation time plays in supporting the mental, physical, and emotional well-being of our employees. Vacation and sick leave accruals begin on the first day of employment and may be used upon accrual. Additionally, employees receive credit towards vacation leave accruals for years of service with other public sector retirement systems nationwide (not including Federal service).

Holidays

The City of Buckeye observes eleven holidays per year: New Years Day, Martin Luther King Day, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Veteran's Day, Thanksgiving and the day after Thanksgiving, and Christmas Day.

Retirement
This position participates in the Arizona State Retirement System (ASRS). Contribution is mandatory, and the current contribution rate is 12%, per fiscal year.

2

GENERAL PURPOSE: Under general supervision, provides administrative and technical support for records management in the City Clerk’s Office.

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Conduct and coordinate various projects under the direction of the Clerk Supervisor.
• Preserve, maintain, and organize City records.
• Review and evaluate records retention schedules.
• Provide notary services and assist with other citizen-facing services.
• Assist as directed with department files and records; redact documents according to established guidelines.
• Compile and analyze statistical data; prepare technical and management reports; update records, forms, and information as needed.
• Collaborate with the Clerk Supervisor and City departments to coordinate record archiving efforts.
• Process public records requests and gather responsive documents for review and release by the Clerk Supervisor.
• Coordinate the destruction of eligible documents in compliance with State retention schedules.
• Prepare permanent documents for off-site storage and/or digital archiving for disaster recovery purposes.
• Accept legal documents on behalf of the City.
• Process legal recordings as directed by the Clerk Supervisor.
• Effectively work with legal counsel and have the ability to research, understand and implement Arizona Revised Statutes.
• Foster effective, professional relationships with City Council, management, City departments, and the public through open and respectful communication.
• Maintain strict confidentiality and demonstrate high ethical standards.
• Perform other duties as assigned or required.
• Serve as a backup Passport Agent, authorized by the U.S. Department of State to process passport applications.

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Education and Experience: An Associate’s Degree and three years of administrative records support experience; must obtain Passport Agent certification within two weeks of hire, a Notary Public commission within six months (if not already certified), and any other certifications required for the position within established timeframes; OR equivalent combinations of education and experience may be considered.
Necessary Knowledge, Skills and Abilities:

Knowledge of:

• City policies and procedures.

• Procedures and policies of the City Clerk Department. (Basic personnel rules, accounting and budgeting systems).
• Principles of Public Records Law.

Skill in:

• Computer software programs including MS Word, Excel, Access, Powerpoint, Outlook
• Locating basic Federal, State, and County legal standards under the guidance of the City Clerk.
• Assessing and prioritizing multiple tasks, projects and demands Operating a personal computer utilizing a variety of business software Preparing accurate reports, documents and correspondence.
• Effective oral and written communication.
• Managing processes related to records management.
• Ability to create and provide presentations to various audiences.

Ability to:

• Communicate effectively both verbally and in writing.
• Establish and maintain positive, effective working relationships with those contacted in the performance of work.
• Transcribe documents in a timely manner.
• Read and comprehend complex laws, regulations and legal documents.
• Establish and maintain positive working relationships with the City Council, City Manager, City staff, co-workers and the general public.

12 Month Goals:

3-Month Goals:

• Become familiar with the rules, laws, and guidelines that govern the City Clerk’s Office, including the Arizona Revised Statutes and public records laws.
• Shadow and assist the Clerk Supervisor to understand daily operations, workflows, and key responsibilities.
• Become proficient in using GovQA to process and track public records requests.
• Learn and apply the standard naming conventions for record titles and dates.
• Understand all document types and how to appropriately file and categorize them.
• Gain familiarity with the digital records repository; practice navigating, adding, modifying, and retrieving city records.
• Obtain Passport Agent certification within the first 2 weeks of hire.
• Begin the process to obtain Notary Public Commission, to be completed by the 6- month mark (if not already held).

6-Month Goals:

• Develop strong working knowledge of records retention schedules, including setting appropriate retention and destruction dates when applicable.
• Stay up to date with changes in records and information management laws and best practices.
• Begin coordinating eligible document destruction per State retention schedules.
• Create, update, and maintain Standard Operating Procedures (SOPs) for records related tasks and public request handling.
• Assist in the development of the internal file plan to improve organization and retrieval of departmental records.
• Cross-train with the Administrative Assistant to learn additional department support duties.
• Confidently process legal document recordings and support legal compliance functions as directed.
• Obtain Notary Public Commission and begin providing notary services on behalf of the department.

12-Month Goals:

• Attend at least two City Council meetings to understand the Clerk’s role during these meetings and provide assistance with meeting setup as needed.
• Train internal Records Liaisons on their records responsibilities, including retention, destruction, and proper filing practices.
• Aid in the creation and delivery of citywide records management training, ensuring alignment with legal standards and internal SOPs.
• Assist in preparing permanent documents for transfer to the Arizona State Library, Archives, and Public Records, and/or for digital archiving to support disaster recovery efforts.
• Co-lead citywide records projects—such as digitizing, cleanup, destruction, or reorganization efforts—in collaboration with the Clerk Supervisor and other departments.

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Special Requirements: None
Physical Demands/Work Environment: Work is typically performed in an office setting with occasional lifting of 50 pounds or less.
Reports to: Clerk Supervisor
Supervision Exercised: None
FLSA Status: Non-exempt

EQUAL EMPLOYMENT OPPORTUNITY: It is the policy of the city to provide employment opportunities to all persons based solely on ability, regardless of race, color, religion, sex, national origin, age, sexual orientation, gender identity or disability.

City benefit plans are subject to change at any time.

Closing Date/Time: 9/18/2025 11:59 PM Mountain

Salary:

$51,542.40 - $77,313.60 Annually