Central Records Coordinator

HIRING RANGE: $26.58 - $31.90 per hour

An employee in this position performs technical, professional, supervisory, and specialized administrative work related to planning, coordinating, directing, and implementing records management programs and the passport acceptance program, and performs a wide variety of complex tasks in support of the City Clerk. This position requires acute attention to detail, the ability to multi-task in a busy environment with frequent interruptions, and a strong desire to serve both internal and external customers while exhibiting a high degree of integrity, courtesy, tact, and sensitivity.

While the City Clerk’s Office operates as a team, the incumbent in this position should be self-driven and able to manage and prioritize tasks independently.

• Coordinates the continued development and maintenance of the citywide central records program.
• Works with each city department to identify and categorize records.
• Oversees physical and electronic document indexing, storage, retention, retrieval, and disposal of records in accordance with the adopted Colorado Municipal Records Retention Schedule (CMRRS).
• Maintains central records and records storage facilities.
• Coordinates dissemination of records in accordance with the Colorado Open Records Act (CORA).
• Obtains legal advice from the City Attorney and ensures compliance with State regulations.
• Develops and maintains a central records disaster prevention and recovery plan.
• Analyzes information and records management needs of the organization and develops process plans to meet business needs. Recommends and implements records storage and indexing solutions.
• Provides guidance to departments for records managements policies and procedures.
• Manages the city’s passport acceptance facility program. Develops and implements goals and procedures for the passport program.
• Plans, assigns, and supervises work of clerical personnel supporting the passport program. Trains, develops, evaluates, and disciplines clerical staff.
• Gathers, interprets, and prepares data for reports and recommendations and coordinates activities with other departments and agencies as needed.
• Assists in the development and implementation of the department’s goals, objectives, policies, and procedures.
• Prepares documents for City Council packets.
• Catalogues and maintains various records including City Council ordinances, resolutions, and proclamations.
• Prepares, publishes, and posts various legal notices, agendas, meeting information packets and minutes.
• Assists with codification and distribution of updates to the Northglenn Municipal Code.
• Maintains membership information for city boards and commissions. Tracks term expirations, receives applications for appointments and coordinates the filling of vacancies.
• Coordinates the receipt, verification, retention, and maintenance of original documents such as contracts, agreements, bonds, and certificates.
• Records nuisance and utility liens with County Clerk and Recorder.
• Utilizes financial system to input payment requests and ensures that purchasing policies are being followed for all purchases made.
• Assists City Clerk with municipal elections; assists the public with voter registration and general election questions.
• May serve as the clerk to the Citizens’ Affairs Board (CAB), Community Co-Production Policing Advisory Board (CCPP), and back‑up clerk to City Council and the Liquor Licensing Authority (LLA).
• May function as Acting City Clerk in the absence of the City Clerk and performs other tasks as assigned by the City Clerk.
• U.S. Department of State Passport Application Acceptance Agent.
• State of Colorado Notary Public.

Any combination of education and training equivalent to graduation from high school plus a minimum of five years of progressively responsible administrative experience in positions where the following knowledge, skills, and abilities are routinely demonstrated. Supervisory experience is also desirable.

• Certified Municipal Clerk (CMC) and Certified Records Manager (CRM) designations are highly desired.
• Ability to obtain certification as a U.S. Department of State Passport Application Acceptance…