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Municipal Records Officer

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Municipal Records Officer

Salary

$70,000.00 Annually

Location

Alpharetta, GA

Job Type

Full time

Job Number

2025-00280

Department

City Administration

Opening Date

05/06/2025

Closing Date

Continuous

+ Description

+ Benefits

Job Summary & General Information

The salary for the position is $70,000+/- depending on qualifications.

Under general direction of the City Clerk, the Municipal Records Officer leads and performs complex, professional-level duties supporting the City’s records management program and the City Clerk’s Office. Responsibilities include developing and implementing records policies, coordinating with departments to establish retention schedules, conducting staff training, and maintaining official records. The position also assists with municipal elections, City Council agenda development, legal notices, maintenance of the Municipal Code, processing agreements, resolutions, and ordinances, and responding to records requests. Additional duties include notarizing documents, exercising independent judgment and attention to detail, and serving as Acting City Clerk in their absence.

This is an exempt position.

Essential Job Functions and Responsibilities

Essential functions are the basic job duties that an employee must be able to perform, with or without reasonable accommodation. The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. The omission of a function does not preclude management from assigning essential duties not listed herein if such duties relate to the position. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and may not necessarily convey the qualifications of incumbents within the position.

+ Develops, implements, and coordinates policies and procedures for storing, arranging, classifying, retaining, and disposing of City records in compliance with applicable laws and regulations (e.g., Georgia Records Act, Alpharetta City Code).

+ Leads citywide records management efforts by developing procedures, overseeing retention schedules, supporting the transition to electronic records, maintaining official documentation, and providing guidance and assistance to City departments.

+ Preserves records of historical and continuing value; manages archival collections and maintains inventories, indexes, and databases for efficient retrieval and access; conducts basic preservation work and coordinates reformatting and digitization projects.

+ Oversees the transfer and storage of inactive records, ensures records are destroyed according to approved disposition standards, and researches and recommends new technologies and best practices for records and archives management.

+ Assists with Open Records Requests (ORR) in compliance with Georgia’s Open Records Act. Coordinates with departments to gather and verify documents, communicates effectively with requestors and stakeholders, and ensures timely, lawful responses.

+ Assists the City Clerk in managing the daily operations of the City Clerk’s Office, including preparing City Council agendas and meeting materials, coordinating follow-up actions, codifying ordinances and resolutions, and attending meetings as needed.

+ Assists in the coordination and preparation of the City Council meeting agenda, including organizing items, reviewing staff reports, and coordinating with Department Directors to finalize items; assembles agenda materials and documents for execution; sets up meeting space and attend City Council meetings when needed to assist with logistics. Assumes Clerk duties in the City Clerk’s absence to ensure continuity of proceedings.

+ Serves as the City Clerk in their absence, attends and takes minutes of official meetings; executes and seals resolutions and ordinances, coordinates the review and approval of official actions by the City Council, the City Administrator, and/or the City Attorney and ensures the execution of city documents.

+ Assists in the administration of Municipal Elections and Runoffs, including candidate filings, legal notices, voter registration events, poll worker recruitment, and campaign finance reporting.

+ Reviews and processes alcohol license applications and coordinates with departments to ensure compliance with City ordinances.

+ Reviews and coordinates vacancies and appointments for all Boards and Commissions. Ensures compliance with the Georgia Open Meetings Act. In the absence of staff liaisons, attends Board or Commission meetings, serves as Clerk, and prepares action summaries, minutes, or other duties as needed.

+ Attends and assists with planning for events such as Neighborhood Advisory Council meetings, elected official receptions, poll worker and voter registration events, and other citywide employee appreciation events.

+ Reviews and assists with the City Clerk’s Office budget and general administrative support and provides notary services.

+ Works directly with vendors to place orders, monitors performance, resolves questions and problems, or schedules additional staff training if needed with vendors, researches vendor options and pricing quotes for records management, document destruction, legal advertising, and other items or services needed by the City Clerk’s Office.

+ Drafts, edits, and reviews a variety of documents including proclamations, ordinances, resolutions, legal notices, correspondence, and public communications.

+ Maintains a high level of confidentiality and professionalism in handling sensitive information and legal documents and proactively recommends process improvements and best practices for operational efficiency.

+ Collects mail for City Council, Administration, City Clerk departments and distributes correspondence; prepares documentation for mailing that requires any special postage, such as certified mail or mail requesting a return receipt.

+ Utilizes a variety of computer applications and software systems to input, retrieve, and manage data related to financial and budget administration, agenda management, open records requests, election reporting, records retention, permitting and licensing, and grant management.

+ Performs related duties as assigned.

KNOWLEDGE, SKILLS & ABILITIES REQUIRED

Knowledge of:

+ Functions, services, and operations of a City Clerk’s Office and municipal government structure.

+ Principles and best practices of records management, including retention schedules, document indexing, digital conversion, and compliance with applicable federal, state, and local laws such as the Georgia Open Records Act, Georgia Election Code, and Freedom of Information Act.

+ Modern office practices, including proficiency with personal computers, scanners, Microsoft Office 365, Adobe Acrobat, and basic records management and agenda management software.

+ Meeting protocol, parliamentary procedures, and accurate documentation of legislative actions.

+ Public relations principles, effective customer service techniques, and professional phone etiquette.

+ Methods of data collection, research, report preparation, and business correspondence.

+ Principles and practices of municipal budget preparation and administration.

+ Proper English usage, spelling, grammar, punctuation, and mathematical principles.

+ Techniques for dealing effectively and professionally with the public, vendors, contractors, and City staff.

+ Basic knowledge of Encoded Archival Description (EAD), HTML, and information management systems.

+ Principles and practices of time management and work organization.

Ability to:

+ Understand the organization and operations of the City and related agencies to fulfill responsibilities.

+ Analyze, categorize, and interpret data in relation to established criteria/standards.

+ Assemble, transcribe, and record data accurately while ensuring compliance with laws, policies, and procedures.

+ Organize, prioritize, and follow up on work assignments, meeting deadlines with minimal direction.

+ Operate modern office equipment and software efficiently, including file management and records retention systems.

+ Communicate clearly and concisely, both in writing and orally, with diverse audiences.

+ Perform accurate mathematical calculations and interpret complex legal documents.

+ Exercise sound judgment, maintain confidentiality, and manage sensitive information.

+ Develop and maintain complex records systems, ensuring compliance with legal and regulatory requirements.

+ Train and assist staff in records management practices and software tools.

+ Work effectively under pressure with frequent interruptions and high public contact.

+ Establish and maintain effective relationships with colleagues, external agencies, and the public.

+ Adapt to changing work environments and ongoing professional development needs (e.g., obtaining certifications as required).

+ Provide information and organize material in compliance with laws, regulations, policies, and procedures.

+ Utilizes a variety of advisory data and information, including but not limited to minutes, agendas, regulations, codes, ordinances, resolutions, legal documents (summons, subpoenas), reports, invoices, financial statements, election forms, contracts, legal notices, office policies, software manuals, calendars, schedules, and correspondence.

+ Prepare clear, concise, and complete minutes, correspondence, and other reports.

+ Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports.

+ Communicate clearly and concisely, both orally and in writing.

+ Establish and maintain effective working relationships with those contacted in the course of work.

+ Attend evening or weekend meetings and events as required.

+ Demonstrate an awareness and appreciation of the cultural diversity of the community.

+ Obtain annual Georgia Bureau of Investigation Security and Awareness Training for reviewing alcohol license applications.

+ Obtain Municipal Election Official Qualifying Certification as needed for municipal elections.

Minimum Qualifications

Combination of education and experience sufficient to successfully perform the essential functions of the job qualifies.

Required:

+ Bachelor’s degree from an accredited college or university in business/public administration, political science, records management, library science, or a related field.

+ Five (5) years of progressively responsible experience in archives, records management, or information services.

+ Ability to obtain Georgia Records Management Professional (GRMP) certification within two (2) years of employment.

+ Ability to obtain Georgia Certified Municipal Clerk (GCMC) certification within four (4) years of employment.

+ Ability to obtain Georgia Commission as a Notary Public within six (6) months of employment.

+ Valid driver’s license or ability to obtain one within 30 days of hire.

Preferred:

+ Working knowledge and use of CivicClerk, JustFOIA, Tyler Munis, EasyVote, Easy Campaign Filing System, CityWorks and eCivis.

+ Knowledge of policies, functions and responsibilities of the City and laws, ordinances, rules, and regulations affecting the City.

+ Certified Archivist (CA) and/or Certified Records Manager (CRM) certification preferred.

PHYSICAL DEMANDS & WORK ENVIRONMENT

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting and operate office equipment. Continuous sitting and upward and downward flexion of neck; fine finger dexterity; light to moderate finger pressure to manipulate keyboard, equipment controls, and office equipment; pinch grasp to manipulate writing utensils. Frequent side-to-side turning of neck, walking, standing, bending, stooping, pushing/pulling, and twisting at waist; moderate wrist torque to twist equipment knobs and dials; lifting objects weighing up to 20 lbs. from below waist to above shoulders and transporting distances up to 50 yards. Occasional squatting, kneeling, and reaching above and at shoulder height; moderate grasping to manipulate reference books and manuals; lifting objects weighing 25 lbs. from below waist to above shoulders and transporting distances up to 50 feet.

Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents and to operate equipment.

Hearing: Hear in the normal audio range with or without correction.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Supplemental Information

This job description does not constitute an employment agreement between the City of Alpharetta and employee and is subject to modifications as the needs and requirements of the position change.

The City of Alpharetta is an Equal Employment Opportunity (EEO) employer. All applicants receive consideration for employment without regard to race, color, religion, gender (including identity or expression), marital status, sexual orientation, national origin, age, disability or any other protected classification as defined by applicable law (except as limited by Employee Manual & Benefits Handbook or bona fide occupational qualifications).

In compliance with the Drug-Free Workplace Act of 1988, the City of Alpharetta is committed to providing a safe, quality-oriented and productive work environment consistent with the standards of the community in which it serves. Alcohol and drug abuse poses a threat to the health and safety of City’s employees and to the security of the City’s equipment and facilities. For these reasons, the City is committed to the elimination of drug and alcohol use and abuse in the workplace.

Title I of the Americans with Disabilities Act (ADA) protects qualified individuals with disabilities from employment discrimination. Under the ADA, a person has a disability if they have a physical or mental impairment that substantially limits a major life activity.The physical demands described within the job description are representative of those that must be met by an employee to successfully perform the essential functions of this job. In compliance with the ADA, the City of Alpharetta will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Medical, Dental and Vision

Medical: 2 High Deductible Health Plan (HDHP) options (HRA and HSA) with lower monthly costs. Dental: no deductibles. Coverage includes preventive, basic, major restorative, and child orthodontia. Vision: eye care and eyewear (contacts, lenses and frames). Laser correction procedures. FSA: Medical and dependent care.

Retirement Health

Medical Coverage: retirees (age 55+ and 10+ yrs. of service) may continue individual coverage up until Medicare eligibility at age 65. Medical Reimbursement: retirees (age 55+ and 15+ yrs. of service) receive a monthly reimbursement benefit as periodically determined by the Pension Board of Trustees.

Retirement

Defined Contributions 401(a): City contributes 10% of employee's annual base pay. Vested benefit accrued at 20% a year, with full vesting after 5 years of service. Deferred Compensation (457) and Matching Contributions: employees may elect to participate at any time. After 1 year of continuous employment, City matches employee's contributions, up to 5%.

Paid Holidays

10 City Holidays and 1 Personal Holiday upon hire and every Jan. 1st.

Paid Parental Leave

2 weeks paid parental leave for birthmother, spouse and adoptive parents (after 1 year of employment).

Georgia College Savings (529)

Employees can opt to participate in this state-sponsored, tax-advantaged college savings plan.

Tuition Reimbursement

After 1 year of employment, employees may receive tuition reimbursement up to a rate equivalent to 15 credit hours at Georgia State University annually. Reimbursement is based on prior approval, course grades, and annual program funding.

Employee Assistance Program (EAP)

24/7 assistance. 6 confidential counseling sessions per issue for employee and/or family member.

Group Term Life Insurance and AD&D

Employee: 3.5 x annual base pay up to annual maximum. Spouse: $5,000. Child: $2,500. Premiums paid 100% by the City.

Disability Insurance

Short-Term Disability: 66.67% of base pay after 14 days of disability. Long-Term Disability: 60% of base pay after 26 weeks of disability. Premiums paid 100% by the City.

Paid Time Off (PTO)

PTO is provided for rest, recreation, illness and family needs. Hours are accrued bi-weekly.

+ 0.0 - 1.0 yrs of service - 12 days annually

+ 1.1 - 5.0 yrs of service - 18 days annually

+ 5.1 - 10.0 yrs of service - 24 days annually

+ 10.1 + yrs of service - 27 days annually

Please see complete Benefits Summar (http://www.alpharetta.ga.us/docs/default-source/human-resources/benefits/employee-benefits-summary-summary.pdf?sfvrsn=20f3c4ab\_6) y for details.

Additional Amazing Benefits

+ Employer of Choice. Great work atmosphere.

+ 100% discount on City Recreation & Arts Programs (https://www.alpharetta.ga.us/government/publications/recreation-parks-activity-guides)

+ FREE Wellness Program and Annual Flu Shots

+ Direct Deposit

+ Employee Recognition and Service Awards

+ Bereavement Leave

+ PTO Sell Back Days

For more information click here (https://www.alpharetta.ga.us/docs/default-source/human-resources/benefits/employee-benefits-summary-summary.pdf?sfvrsn=20f3c4ab\_6) for City's Complete Employee Benefits Summary.

Benefits are subject to change at any time and based upon funding and approval by City Council. Eligibility, coverage, exclusions and limitations may apply. For specific information please refer to the City's Employee Health Benefits Summary (https://www.alpharetta.ga.us/government/departments/human-resources/resources) , Employee Handbook (https://www.alpharetta.ga.us/government/departments/human-resources/resources.) , or contact Finance Department - Benefits Division.

Employer

City of Alpharetta, GA

Department

City Administration

Address

2 Park Plaza Alpharetta, Georgia, 30009

Website

https://www.alpharetta.ga.us/government/departments/administration/city-administrator

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