Records Clerk - City of Florence, KY : Job Details

The City of Florence is the eighth largest city in Kentucky with about 33,000 residents and is in the Greater Cincinnati/Northern Kentucky region, just 10 minutes south of downtown Cincinnati. Florence is a full-service community offering police, fire, paramedic, water, sewer, public services, recreation, and administrative support services. We're currently seeking a Part-time Records Clerk to join our growing team.

About the Role:

The Part-time Records Clerk provides administrative support to the City Clerk by assisting in the processing, tracking, and management of open records requests in accordance with local, state, and federal regulations. The role involves maintaining confidentiality, ensuring timely and accurate responses to public records inquiries, and supporting the City Clerk in records management tasks. The Part-time Records Clerk is responsible for advanced clerical work which involves complex and varied work methods and problems in the Administration Department/City Clerk's Office

Pay and Benefits:

* Compensation starting at $26.95/ hour

* Flexible Schedule

Responsibilities and Duties:

* Type reports and record other office documents for computer updating. Access, input, and retrieve information from a computer.

* Assist the City Clerk in receiving, processing, and responding to open records requests from the public, media, and government agencies.

* Respond to and direct phone calls and visitors to the department. Responds to requests for information appropriately.

* Maintain an organized and efficient records tracking system to monitor the status and timelines of requests.

* Ensure compliance with Kentucky Open Records Act (KRS 61.870-61.884) and other applicable laws regarding records disclosure.

* Prepare and file documents, correspondence, and reports related to open records.

* Assist in scanning, filing, and organizing both physical and electronic records.

* Respond to inquiries about the status of requests and provide guidance on the open records process.

* Ensure the confidentiality of sensitive and restricted information.

* Assist in the implementation of records retention schedules and the proper archiving of documents.

* Support the City Clerk in general administrative duties, including data entry, and customer service.

* Perform other job duties as assigned.

Knowledge, Skills, and Abilities Required:

* Modern office methods, practices, and equipment.

* Standard business English with accurate grammar, spelling, punctuation, and sentence structure.

* Business correspondence formats; record keeping and filing system methods.

* Advanced uses of word processing, graphics, spreadsheets, databases, and other applicable computer software applications.

* City's functions, policies, and procedures.

* Strong written and oral communication and relational skills.

* Public relations and customer service.

* Operate general office equipment, including typewriter, word processor, computer, calculator, copy machine, cash register, scanner, and fax machine.

* Make arithmetic computations and tabulations accurately and with reasonable speed.

* Access, input, and retrieve information from a computer.

* Learn assigned clerical tasks readily and adhere to prescribed routines.

* Effectively deal with the public.

* Troubleshoot and resolve problems.

* Understand and follow moderately complex instructions.

* Learn new methods, procedures, and statistical reports.

* Handle multiple tasks and work independently with minimal supervision.

* Establish and maintain effective working relationships with City employees, the public, and other agencies.

Special Requirements:

* Must be bondable.

* Must possess a valid Driver's License and remain insurable to operate City vehicles.

Education and Experience Requirements:

* High School Diploma or equivalent.

* Three years of records experience or related experience and education; or any combination of education, training, and experience that provides the knowledge, skills, and abilities to effectively perform the duties of the position.

Physical Demands:

* This role primarily involves desk-based tasks such as sitting for extended periods, typing, using a computer, and moving objects up to 10 pounds. Reasonable accommodations can be made to enable individuals with disabilities to perform the essential functions.

Work Environment:

* The work environment is office-based. We are committed to providing reasonable accommodations to ensure all employees can perform their duties effectively.

How to Apply:

If you are looking to serve in a role that will positively impact members of your community? If you are ready for a new challenge and meet the qualifications outlined above, apply online today!

Applications are also available from the Finance Department or online and will be accepted until 5:00 PM December 6, 2024.

To learn more about the City of Florence please visit our website:

The specific statements shown in each section of this description are not intended to be all-inclusive. They represent typical elements and criteria considered necessary to successfully perform the job. Other duties may be required and assigned.

The City of Florence is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.