Massachusetts Jobs

Position Purpose/Summary The primary purpose of this role is to support and provide assistance with public records requests. This position will assist with analyzing, processing, and responding to public records requests submitted to the City, in compliance with State law and Regulations adopted by the Secretary of State and the City\'s ordinances and rules. Work is performed with considerable independence under the direction of the City Clerk with reviews through observation, reports, and conferences. No supervision is exercised over other employees. Essential Functions Assist the Public Records Coordinator with duties related to accepting, processing and responding to requests for public records. Assist in coordinating and maintaining a comprehensive records retention program. Responds to public information requests and seeks clarification on unclear or large requests. Identifies record holders and locations of records, determines best strategy to collect all responsive documents. Maintains complete and orderly files and documentation of disclosure activities from time request is open until completion. Assist with managing on-site records storage areas and evaluate ongoing records storage requirements. Creates new files and storage boxes using the City\'s current filing system. Assist the Public Records Coordinator with conducting new employee/new committee member PRA/records retention training as well as yearly refreshers for all employees. Assist the Public Records Coordinator with developing goals, implementing steps, and creating timelines with departmental records managers to produce a highly functioning records management system. Copy or scan records as needed. Performs related work as required. Knowledge, Skills, and Abilities Considerable knowledge of the statutes, ordinances, and charter provisions relating to the powers and duties of the office of the City Clerk. Considerable knowledge of modern office procedures and equipment, particularly with reference to filing, record keeping, and cross-indexing systems. Ability to interpret and enforce departmental policies, rules, regulations and the law. Manage multiple projects efficiently. Familiar with and easily operate a variety of computer programs, adapting to computer program changes as needed to maintain efficiencies and cost savings. Ability to independently compose departmental correspondence based on precedent, brief notation or general instruction. Be familiar with, interpret, apply, and explain codes, laws, rules and regulations related to assigned activities. Be familiar with the Massachusetts General Laws as they relate to legislative and executive functions of government. Be familiar with the Massachusetts General Laws as they relate to vital records and public records. Working knowledge of the forms and uses of personal property mortgages, liens, assignments, conditional bills of sales, and various other legal documents. Communicate effectively, clearly and concisely both orally and in writing. Ability to plan, install, and supervise detailed clerical systems. Ability to establish and maintain effective working relationships with subordinates, officials and the general public. Ability to maintain strict confidentiality and exercise discretion and sound decision making when handling sensitive documents. Education and Experience Bachelors\' degree in public administration, communications, or related field preferred or three (3) to five (5) years progressively responsible experience and/or training in municipal government and extensive clerical office experience. Two (2) to three (3) years of experience in a customer service focused environment, preferably in an office similar to that of the City Clerk or a Law Office.