Assistant City Clerk III; Non-Classified

This is responsible technical and administrative work of more than average difficulty, coordinating the City-wide public records request process, excluding the Police Department. The role centers on managing the intake, processing, and fulfillment of public records requests in compliance with state law and administrative rules. Responsibilities can include overseeing administrative activities, providing guidance to employees regarding statutory requirements for public access, and ensuring timely and accurate responses to requests for records.

Situations involving significant departures from established rules and policies are referred to a superior for final decision.

An employee in this class exercises reasonable initiative and independent judgment within established rules, policies, and procedures, and may recommend improvements to systems for tracking, processing, and delivering public records requests. Where the work is repetitive, there is added responsibility for ensuring the completeness and accuracy of responses. The employee must apply specialized and technical knowledge to interpret and fulfill assignments in accordance with applicable laws, policies, and procedures.

Work is reviewed through conferences, observation, reports submitted, and results obtained.

This is a non-classified "at-will" position and not subject to Civil Service Rules or any collective bargaining agreement.

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.

• Coordinates the intake, tracking, and fulfillment of public records requests citywide, excluding the Police Department.
• Manages the daily process of receiving, processing, and delivering public records to requestors in accordance with state law and City policy.
• Provides guidance to employees regarding statutory requirements and procedures for responding to public records requests.
• Research City archives and databases to locate records responsive to public records requests from the public and City employees.
  Digitizes requested City records from various mediums (paper, microfilm, microfiche, aperture cards, etc.) to facilitate access and delivery.
• Oversees and coordinates training for City employees on public records request procedures and compliance.
• Reviews and updates invoices related to the fulfillment of public records requests, ensuring accuracy.
• Serves as a liaison between City staff and external entities regarding public records request processes and access.
• Performs various administrative functions to support the City Clerk’s office in public records request management.
• Performs related work as required.