Records​/Postal Coordinator

Description / Distinguishing Features

Under the immediate supervision of the Records and Information Supervisor, performs varied record keeping duties for the Division of Records Management, Research and Archives, City Clerk's Office, involving sorting, processing, maintenance, data entry, storage, retrieval, digital scanning, and destruction of City records; performs related clerical and secretarial tasks; does related work as required. Under immediate supervision of both the Deputy City Clerk and Records and Information Supervisor, the incumbent performs a variety of essential, city-wide mail processing duties;

picks up, sorts, and delivers U.S. and interoffice mail for City Hall and other City office buildings on a daily basis.

The role involves performance of record keeping and records processing duties in order to compile and maintain all City records. Employees must have knowledge of how to operate postage mail equipment and how to receive and mail packages with shipping carriers; prepares charge outs to departments for postage, USPS, and bulk postage expenses. Most mail service duties are reoccurring in nature.

The employee is expected to exercise a certain amount of judgment and resourcefulness in performing assigned duties and tasks.

• Retrieves and delivers records requests.
• Files and re-files records and documents related to storage.
• Erects, dismantles, and maintains shelving systems.
• Greets and interacts with all levels of City employees throughout the organization and the public.
• Enters and retrieves computer data from tracking system.
• Digitally scans and indexes documents and records.
• Educates and encourages proper Record Management principles to organization personnel.
• Performs warehouse inventory audits.
• Provides research services to City employees and the public.
• Performs mail delivery services in City Hall and other city office buildings in Kalamazoo.
• Prepares monthly charge out for postage, USPS, and bulk postage to departments for expenses incurred.
• Types correspondence and reports.
• Assists with election preparations and election-day tasks.

• Good knowledge of office procedures and computerized record keeping, and skill in using Microsoft Office applications.
• Ability to perform data entry with good accuracy.
• Ability to file and re-file large document quantities.
• Ability to create and maintain professional relationships with the public and City employees.
• Working knowledge of Mail Services operations.
• Ability to use basic warehouse equipment (i.e., pallets, pallet jacks, hand trucks, etc.).
• Possession of a valid vehicle operator's license issued by the State of Michigan.
• Good attendance and dependability are crucial.
• Ability to lift 50 lbs. on a routine basis and up to 75 lbs. on an intermittent basis.
• Ability to climb pulpit ladders while carrying 40 lbs. record boxes repeatedly.

• High School Diploma or equivalent with coursework in record keeping, computers, business, or data entry and retrieval.
• One year’s experience in a business office setting.
• Or any equivalent combination of experience and training which provides the essential knowledge, skills, and abilities.

• Must have possession of a valid vehicle operator's license issued by the State of Michigan.
• Driving record must be free of license suspension or revocation and moving violations convictions or civil infraction determinations in the two years prior to making application for employment with the city.
• Must be able to work evenings and weekends, when necessary, especially on election days.

• Ability to lift 50 lbs. on a routine basis and up to 75 lbs. on an intermittent basis.
• Ability to climb pulpit ladders while carrying 40 lb. record boxes repeatedly.

• Office setting/warehouse space with concrete floors.
• Up to 50% of the workday is spent driving a utility van.
• Lift test and Data Entry test required for this position.

The City of Kalamazoo is an Equal Opportunity Employer. We are committed to creating a diverse, equitable and inclusive organization where different perspectives and experiences are welcomed and encouraged. The City of Kalamazoo is most interested in finding the best candidate for the job, and that candidate may be one from a less traditional background. If you have transferable experience, please tell us about it.

This approach will give each current and potential employee the opportunity to learn, grow and contribute to the City of Kalamazoo.

The City of Kalamazoo offers competitive benefits including health, dental, and vision insurance, flexible spending accounts, group life insurance, long and short‑term disability, paid time off, a defined benefits pension plan, a 457 deferred compensation plan, and a retirement health care savings plan (HCSP). Benefits vary based on the bargaining unit of a position. The City of Kalamazoo also operates a convenient health clinic that is open to…