"Alerted.org

Records Specialist

Print (https://www.governmentjobs.com/careers/baytowntx/jobs/newprint/4966891)

Apply



Records Specialist

Salary

$16.79 - $20.99 Hourly

Location

2401 Market St. Baytown, TX

Job Type

Full Time

Job Number

25-00120

Department

CITY CLERK

Opening Date

06/06/2025

+ Description

+ Benefits

+ Questions

Job Summary

We are seeking a highly organized and detail-oriented Records Specialist to join our City Clerk's office. The successful candidate will be responsible for maintaining and managing city records, ensuring accuracy and compliance with local regulations. If you have strong organizational skills and a passion for public service, we encourage you to apply for this essential role in our city government.

The Records Specialist will be responsible for transcribing and reviewing minutes, coordinating records management projects with other City departments, overseeing the scanning and records destruction process, reviewing ordinances and resolutions and ensuring they are recorded, filed and posted appropriately, and providing support to the Records Management Program. This position requires exceptional writing and grammar skills, attention to detail, organizational and communication skills, independent thinking, the ability to produce clear and concise written records of various meetings, and a thorough knowledge of general office procedures and routines. The incumbent in this role will also assist with special projects as needed.

Duties

+ Assists the Records Management Team and other areas of the City Clerk department with all City records including: scanning, indexing, data entry and filing documents into Laserfiche to ensure accuracy and clarity of final copy. Provides records management advice and assistance to all City departments through training and on-site consultation related to records management procedures. Manages the full cycle of scanning and destruction projects, from developing a plan with City departments to project execution.

+ Responsible for proficiently transcribing minutes of City Council meeting and other City Boards as assigned, ensuring clarity and precision in capturing key discussions, decisions, and action items. Inputs minutes into AgedaQuick for accurate record-keeping.

+ Assists in the processing of birth certificates and death certificates: downloads birth and death certificates registered by the State; prints out birth certificates and death certificates and prepares for signature by the Local Registrar (City Clerk); enters birth and/or death information into the City’s computer database and files certificates in Laserfiche; and issues birth and/or death certificates upon request. Supports with the vital statistics front window as needed.

+ Provides clerical support to internal and external customers including but not limited to replying to incoming request, document filing and data entry, scanning, sorting, answering phone calls and emails, and supporting with the front window.

+ Coordinates with City departments to ensure finalized and approved contracts are received. Ensures all finalized contracts are filed and indexed correctly and are submitted to the appropriate contract owner.

+ Coordinates with City departments to review and ensure accuracy of ordinances and resolutions, makes updates as needed. Submits all finalized ordinances to Baytown Sun or Municode for posting and code updates.

+ Participates in special projects and performs all other duties as assigned.

Minimum Qualifications

Required:

+ High School diploma or equivalent (GED).

+ Two years of customer service or administrative office experience.

+ Exceptional written and grammar skills.

OR

+ An equivalent combination of experience, certification and/or licenses sufficient to successfully perform the essential functions of the job.

Preferred:

+ Associate’s Degree in Public Administration, Business, or related field from an accredited college or institution.

+ Experience with Laserfiche Records Management System.

+ Experience transcribing minutes with excellent grammar.

+ Experience reviewing contracts/agreements.

+ Prior municipal experience.

Knowledge, Skills and Abilities

+ Ability to provide excellent customer service to internal and external customers in a professional and helpful manner.

+ General administrative skills including operating a computer and related software applications, and the ability to type (minimum of 50-60 wpm).

+ Ability to work in a fast-paced environment requiring multi-tasking and maintaining confidentiality.

+ Ability to meticulously review and analyze contract terms and conditions and other related documents to spot inconsistencies or potential issues.

+ Excellent writing skills, attention to detail, and the ability to effectively communicate and get along appropriately with departments and the public.

+ Ability to work effectively with limited supervision.

+ Knowledgeable of retention schedules from the Texas State Library and Archives Commission (TSLAC). Experience with records management and Laserfiche software.

+ Knowledge of records management methods, including records inventories, records retention and destruction, records system design, storage of inactive records and off-site storage.

+ Ability to reach above head, bend down and lift and carry record storage boxes on a frequent basis up/downstairs.

Here at the City of Baytown, in recruiting for our team, we welcome the unique contributions that you bring. We strive to provide a workplace where differences are honored, with a workforce that reflects the diversity of the people we serve.

Attendance is an essential function of this position. The City reserves the right to require an employee in this position to work more than 40 hours a week. This position provides services or performs duties for the benefit of the general public during emergency situations. These may include services or duties different from those performed in the usual course and scope of your job. In the event of an evacuation, the incumbent in this position may be required to remain to perform needed services.

Overall Position Strength Demands

Light Work : Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.

To promote health and wellness, we provide a comprehensive benefits program (listed below) to meet the needs of you and your family. Our goal is to help you live and work well – 365 days a year.

Medical

+ United Healthcare

+ Effective the first day of the month following 30 days of employment

+ Annual Deductible (Network) $750 Indiv/$2,250 Family

+ In-Network Benefit 80%/20% after plan deductible

+ $50 co-pay (general visit)

+ RX - $10 Generic/$40 Formulary/$75 Non-Formulary

+ Flexible Spending Accounts: Healthcare and Dependent Care expenses

+ FREE virtual visits

Dental

+ Cigna Dental PPO & DHMO

+ Effective the first day of the month following 30 days of employment

+ Preventative & diagnostic covered at 100%

+ Annual Deductible: $50/Indiv (Cigna PPO) - No annual deductible for Cigna DHMO

Vision

+ Superior Vision

+ Effective the first day of the month following 30 days of employment

+ In-Network exam co-pay $10 & $25 materials co-pay

+ Frames: $140 Allowance - Contact Lenses: $160 Allowance

Holistic Health & Wellness

+ Employee Wellness Center offering FREE primary care medical treatment for employees & dependents on the Medical plan

+ FREE access to gyms, Shipt, and Walmart+ through our employee medical insurance

+ Gym partnership with Lee College Wellness Center & swimming pool for $58/year

+ Employee Assistance Program providing employees and their household family members up to 8 FREE counseling sessions per issue per year, legal and financial assistance, will generator tools, and more!

+ Sick Leave Pool providing participants additional paid sick time if accruals are exhausted.

+ SmartDollar: free online program providing tips and tools from Dave Ramsey for getting out of debt and building good saving practices

Retirement

+ Texas Municipal Retirement System:

+ 7% employee contribution with a 14% employer match

+ 5 year vesting

+ Retirement Eligibility: 20 years of service/any age - or - 5 years of service/at least age 60

+ FREE Life Insurance coverage up to 1X your base annual salary

+ MissionSquare and Roth IRA plans: additional voluntary employee participation

Disability Insurance

+ Equitable:

+ Long-term Disability: voluntary elected coverage. Pays 60% of monthly earnings up to $8,000 per month up to social security age, depending on the disability

+ Short-term Disability: voluntary elected coverage. Pays 60% of weekly earnings up to $1,000 per week for up to the first 13 weeks of a disability

Training and Tuition Assistance

+ The HUB Employee Training Center: we invest in you by equipping you with the knowledge and skills needed to live out our Purpose and Core Values

+ Access to funding up to $1,500 per semester or $3,000 per year for tuition toward courses that are job-related or will enhance your work performance

Generous Paid Sick, Vacation, & Holiday Leave

+ 10 holidays per year and one personal employee day per year

+ 15 days sick leave per year

+ Starting at 10 days of vacation per year; up to 25 days per year

+ Sick and Vacation hours roll over annually up to the maximum limit

+ 15 days Paid Parental Leave

To explore all of the benefits we offer, please visit: https://baytownbenefits.com/

01

Which of the following best describes your highest level of education completed?

+ High School/GED

+ Associate's Degree

+ Bachelor's Degree

+ Master's Degree

+ None of the above

02

How many years of customer service or administrative office experience do you possess?

+ Less than 1 year

+ 1 - 2 years

+ 2 - 3 years

+ 3 - 4 years

+ 4 - 5 years

+ 5+ years

+ None of the above

03

What best describes your level of writing and grammar skills?

+ Basic

+ Intermediate

+ Advanced

+ Exceptional

04

Describe your customer service experience as it relates to this job position. (Please list N/A if you do not have any related experience)

05

Describe your experience with Records Management systems. (Please list N/A if you do not have any related experience)

06

Describe your experience transcribing minutes from meetings or similar activities. (Please list N/A if you do not have any related experience)

07

Describe your experience reviewing contracts/agreements. (Please list N/A if you do not have any related experience)

08

If you are bilingual in which language are you most proficient?

+ I am not bilingual

+ Spanish

+ Vietnamese

+ Chinese

+ French

+ Urdu

+ Other

+ American Sign Language

Required Question

Employer

City of Baytown

Address

2401 Market Street Baytown, Texas, 77520

Phone

281-420-6520

Website

http://www.baytown.org

Apply

Please verify your email address Verify Email