• Job Description

  Req#: 5221383

  Assist the Municipal Clerk to safeguard vital public records for the City including creation, retention, transfer, inspection, and when applicable destruction, in accordance with City Code and Charter. Performs a variety of clerical/office support activities including addressing public inquiries, taking meeting minutes, maintaining office records.

  • Responds to citizen inquiries and assists with open records requests;
  • Answers telephone calls, greets visitors, and provides routine information of department functions to other city department staff, outside agencies and the public;
  • Enters and/or verifies information into computerized systems;
  • Compiles a variety of information to prepare reports
  • Maintains a color-coded filing system of the City’s original vital records to provide efficient manual retrieval of selected documents.
  • Assists the Municipal Clerk in processing applications , recording and publishingminutes for monthly Beverage Board business meetings and special called meetings (minimum of one monthly meeting);
  • Assists the Municipal Clerk in implementation of scanning, indexing and searching the City’s vital and general public records to provide an effective and efficient method of automated records retrieval.
  • Assists the Municipal Clerk to record and publish minutes for semi-monthly Board of Mayor and Aldermen business meetings and work sessions and special called meetings (minimum of four monthly meetings);
  • Assists the Municipal Clerk to enforce control procedures for city offices creating hard copy and magnetic mediums of vital records, (i.e. City Attorney’s Office, Planning Department, Finance Department.)
  • Works collaboratively with all city departments
  • Performs other duties as assigned.

  • Knowledge of the principles, practices, techniques and methods of records management;
  • Knowledge of the Tennessee Open Meetings Act and Public Records Act;
  • Skill in developing and implementing an electronic indexing system for public records that provides a summary status of information on file and the efficient retrieval of the selected records;
  • Skill in developing and implementing an electronic data base for vital records essential to the management and operation of the City;
  • Skill in analyzing systems, equipment and staffing requirements for the effective and efficient management of public records and make the appropriate recommendations;
  • Skill in oral and written communications;
  • Skill in the operation of a personal computer and various software applications such as Outlook, Word and Excel;
  • Skill in using Internet search engines.

  Two years experience in a clerical role, One year of records management experience, preferably in government. Bachelor’s degree and/ or State Certification for Municipal Clerks and Recorders preferred.

  
  

• About the company

  Kingsport is a city in Sullivan and Hawkins counties in the US state of Tennessee; most of the city is in Sullivan County and the city is the largest in both counties, but is the county seat of neither.

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