Municipal Records Coordinator
Job in
Madison, Madison County, Alabama, 35756, USA
Listing for:
City of Madison, Alabama
Full Time
position
Listed on 2026-02-03
Job specializations:
-
Administrative/Clerical
Clerical, Government Administration
-
Government
Government Administration
Job Description & How to Apply Below
*$0 Cost Individual Health/Dental Premium
* RSA - Retirement Benefits
The Municipal Records Coordinator is responsible for maintaining the processing and retention of a centralized records system involving classifying, indexing, filing, storing and retrieving a large volume of material. This employee must work independently and exercise judgment in applying procedure and guidelines to new and different record activities. In addition, this position is responsible for establishing filing system procedures and maintaining classification indexes and files in a variety of legal and official instruments and documents involving the analyzing of subject matter of records, selecting subject heading as guides for filing of materials in accordance with an established system and producing of records and information upon demand.
Participates in the development of procedures related to the storage and retrieval of official documents. Coordinates the storage for the department and city records through the Archive Records room including the indexing, selection and establishment of cross references, arranging the records in files and storage areas, maintaining the records for the various City Boards, processing the sorting of incoming mail, performing duties associated with the city cemeteries, taking minutes and preparing a rough draft of minutes for the City Council Meetings, coordinating the processing of annexation documents, coordinating the filing of documents with the various County officials, providing backup support for processing the receipt of cash and accounting for the funds at the close of business each day, typing, filing, reception and referring the public to other departments.
This position works under the general supervision of the City Clerk-Treasurer.
Acts as main reception contact for office area, including phone calls.Types correspondence and maintains central business files for department.Processes records for the department, sets up files, maintains and develops databases of files, including the establishment of subject matter indexing.Processes city records from all departments through the Central City Archive Records room. Evaluates and implements the State requirements for the safekeeping and the destruction of records, and coordinates the destruction and retention process for all records processed through the Central City Archive Records Room.Establishes and maintains systems and procedures for storage of materials and the retirement schedules for the disposition and disposal of records in compliance with State guidelines and requirements.Prepares and maintains the records for the various City Boards, implements the guidelines for the processing of applications to the boards.Assists with the sorting of incoming mail, maintains adequate postage on postage meter.Sells cemetery lots, prepares deeds for signatures, processes and coordinates services needed for burial, maintains permanent records and database on the cemetery lots, researches ownership of lots as needed.Alternates with the Assistant City Clerk in attending City Council meetings, takes notes for the preparation of minutes, prepares first draft of minutes, sets up Council Chamber for meetings.Distributes to various departments copies of ordinances, minutes and resolutions as applicable to the department.Serves as a backup to the Assistant City Treasurer with receipting of monies processed through the department and verifies the cash receipts and deposits daily.Maintains deeds and information on permanent assets of the city.Coordinates and distributes updates to the Municipal Code of Ordinances.Coordinates and mails all records that require filing with other governmental agencies such as deeds and easements approved or received by the city.Serves as major researcher for department, researches minutes, ordinances, and other information as needed.Provides Notary services to the public and for department related documents.Demonstrates continuous effort to improve operations, decrease turnaround ties, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.Job
Conditions:
1)…
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