Records Administrator

SUMMARY DESCRIPTION

Under general supervision, performs a wide variety of responsible and difficult clerical and secretarial duties and activities of a general and specialized nature in support of the assigned department, division, or program area; performs a range of office and administrative support functions; and prepares and edits a wide range of documents and reports ranging from general correspondence to technical reports.

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

• Perform a variety of administrative and responsible and difficult secretarial duties in support of assigned management and supervisory staff.
• Type, word process, format, edit, revise, proofread, and process a variety of documents and forms including reports, correspondence, memoranda, agenda items, agreements, technical and statistical charts and tables, and other specialized and technical materials from rough draft dictation, modified standard format, and brief verbal instructions; develop, revise, and maintain standardized and master documents; compose correspondence, report and informational materials; assist in designing and producing informational handouts;
  
  copy, disseminate and post documents and information as appropriate.
• Maintain calendar of activities, meetings, and various events for assigned staff; coordinate activities and meetings with other City departments, the public, and outside agencies; coordinate and arrange special events as assigned.
• Coordinate, make, process, and confirm staff travel arrangements; arrange for transportation and accommodations for travel, check and process expense claims.
• Maintain accurate and up to date office files, records, and logs for assigned areas; develop, prepare, and monitor various logs, accounts, and files for current and accurate information including manual and computer logs of documents processed.
• Compile, prepare, and enter data into a computer from various sources including accounting, statistical, and related documents; create and maintain computer based tracking information and reports including assigned databases, records, and lists; create standard statistical spreadsheets; input corrections and updates; verify data for accuracy and completeness.
• Assist in assembling and preparing the annual budget for area of assignment; monitor expenditures against budget; prepare purchase requisitions and requests for payment.
• Monitor inventories of supplies and materials; prepares purchase requisitions and requests for payment.
• Serve as liaison between assigned office and the general public, City staff, and outside groups and agencies; provide information and assistance as appropriate; explain programs, policies, and activities related to specific program area of assignment; receive office and telephone callers; calendar appointments; respond to complaints and requests for information relating to assigned responsibilities; refer callers and/or complaints to appropriate City staff for further assistance as needed and/or take or recommend actions to resolve the complaint.
• Operate a variety of office equipment including a computer, typewriter, switchboard, copier, facsimile machine, and adding machine; utilize various computer applications and software packages.
• Participate with special projects as assigned; assist in planning, coordinating and implementing assigned programs and events; assist in monitoring assigned programs.
• Participate in the collection, compilation, and analysis of information from various sources on a variety of specialized topics related to assigned programs; participate in the preparation of reports that present and interpret data, identify alternatives, and make and justify recommendations.
• Prepare, process, and maintain time sheets, payroll records, and personnel records for assigned area.
• May take and prepare meeting minutes as necessary.
• Perform related duties as required.

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

• Organization, operation, and services of the City and of outside agencies as necessary to assume assigned responsibilities.
• Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
• Basic principles and practices of fiscal, statistical, and administrative research and report preparation.
• Principles and practices of sound business communication.
• Principles of business letter writing and basic report preparation.
• Basic principles and practices of budget preparation and administration.
• Records management principles and procedures including record keeping and filling principles and…