RECORDS SPECIALIST - CITY OF WESLACO : Job Details

Job Summary The Record Specialist processes municipal documents, including confidential records such as birth and death certificates, litigation files, and other sensitive documents. Specialist interacts directly with the public, by phone and in person, and collects fees and does reconciliation of fees collected. Employee is required to perform all similar or related duties as assigned. Essential Job Functions

• Maintain regular and prompt attendance; physically present to work.
• Processes applications and issues certified copies of birth, death and fetal certificates.
• Collects monies from the certificates issued.
• Explains applications for the public, in person and by phone, regarding Vital Statistics, public information and other administrative procedures.
• Retrieves and verifies records through the Texas Electronic Vital Events Registration to the Texas Bureau Vital Statistics in Austin, Texas.
• Assists the Local Registrar schedules appointments and conducts the Acknowledgement of Paternity forms for the public as needed.
• Issues Burial Transit Permits during normal working hours as needed.
• Fulfills public information requests by coordinating timely production of records from various departments and review by City Attorney; calculates cost or estimate of reproduction; prepares cover letter explaining costs and exemptions.
• Assist the City Secretary in preparation of City Commission meetings and/or special events.
• Assist the City Secretary in the coordination and organization of any social functions and meetings as required by the Mayor or City Commission.
• Provide citizens with information pertaining to city ordinances, city commission meetings and hearings.
• Assists as back-up to Receptionist/switchboard desk.
• Work consists of a variety of duties that generally follow standardized practices, procedures, regulations, or guidelines. The sequence of work and/or the procedures followed vary according to the nature of the transaction and/or the information involved, or sought, in a particular situation.
• Complete the Open Meetings Act and Public Information Act training.

Minimum Qualifications & Requirements

• Must have a High School diploma; or equivalent.
• Must have 3 -5 years of related work experience.
• Must have knowledge of Microsoft Word, Excel, Internet, and Email.
• Must have a thorough knowledge of management and planning.
• Applicant must pass a pre-employment criminal background check and drug screen at the City's expense.
• Applicant must have a current, valid Class C Texas Driver's License and be
• Must successfully complete Emergency Management and Incident Command Training within the first three months of hire date.
• Bilingual English/Spanish

Knowledge, Skills, and Abilities

• Must use confidentiality in all situations as will have regular access at the departmental level of a wide variety of confidential information, including personnel records, client records, criminal investigations, court records, financial records.
• Knowledge of local, state, and federal laws regarding the Texas Open Meetings Act, Public Information Act, and Vital Statistics.
• Must be accountable for consequences of errors, missed deadlines, or poor judgement may include customer relations or significant time loss.
• Must show good judgement in well-defined or detailed rules, instructions, and procedures cover all aspects of work. Involves choosing the appropriate practices, procedures, regulations, or guidelines to apply in each case.
• Knowledge of use of modern technology including switchboards, computers, other office equipment, and data processing applications to complete municipal operations.
• Must be able to type, file, and sort.
• Ability to communicate and be able to interact with the business, professional, residential, and tax paying community.
• Ability to follow clear, detailed and specific instructions govern the work or are explained with each assignment. Questionable situations are referred to the supervisor. The supervisor reviews the work in progress or upon completion.
• The majority of interactions are with internal co-workers and require ordinary courtesy and tact. Employee interacts with co-workers to give and receive information regarding work. Contacts with the public takes place on an occasional basis.
• Ability to follow city policy and procedures.

Physical Demands

• Must have the use of sensory skills to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact as normally defined by the ability to see, read, talk, hear, handle, or fell objects and controls.
• Know how to work with hand tools such as a hammer, and/or screwdriver.
• Occupational risk exposure is similar to that found in typical office settings.
• Physical capability to effectively use and operate various items of office related equipment, such as, but not limited to, personal computer, calculator, copier, and fax.
• No significant standing, walking, moving, climbing, carrying, bending, kneeling, reaching, crawling, and handling, sitting, standing, pushing, and pulling.
• The employee must occasionally lift and/or move up to 30 pounds.
• Work environment involves everyday discomforts typical of offices, with occasional exposure to outside elements. Noise of physical surroundings may be distracting, but conditions are generally not pleasant.

Disclaimer This job description is intended to describe the general nature and level of work being performed by individuals assigned to this position. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel, so assigned to this position. This job description does not constitute an employment agreement and is subject to change as the needs and requirements of the job change.