Records Specialist

POSTING TYPE: entry level & promotional

Current City Employees may apply, but must have completed initial Civil Service probationary period and must have received a satisfactory performance rating on their last evaluation to receive promotional preference.

ENTRY LEVEL SALARY: $35,037 (Pay grade 304)

CIVIL SERVICE EXAM: Written exam - will be emailed out within 3 business days after posting closes

ESSENTIAL FUNCTIONS

Enter, retrieve, verify, and correct data related to KPD activities using department computer systems and software.

Maintain electronic and physical records, including filing, indexing, retrieving, and retiring documents according to established systems and legal requirements.

Proofread and verify narrative and numerical information for accuracy and completeness; perform basic arithmetic to confirm totals or data integrity.

Answer and route telephone calls, operate the switchboard, and relay messages to appropriate personnel.

Provide information to KPD staff, other agencies, and the public regarding office procedures and record‑related inquiries.

Greet visitors, determine their needs, and direct them to appropriate staff or locations; receive and attempt to resolve routine complaints or inquiries.

Complete and review forms, records, and reports for proper format, grammar, and accuracy; prepare routine and occasional non‑routine correspondence for supervisor review.

Prepare and update reports, summaries, and correspondence using databases, spreadsheets, and word‑processing tools.

Operate office equipment including calculators, copiers, fax machines, microfilm readers, and TTY/TDD devices.

Collate, distribute, and process documents and mail; prepare outgoing mail including express or overnight delivery.

Proofread and verify narrative and numerical information for accuracy and completeness; perform basic arithmetic to confirm totals or data integrity.

MARGINAL FUNCTIONS

Collect fees and prepare related cash reports.

Monitor and maintain inventory of office supplies; place orders as needed.

Performs related work as required.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of terminology, procedures, and requirements for completing, maintaining, locating, and distributing forms, records, and reports, including alphabetical, numerical, and chronological filing and cross‑reference systems.

Working knowledge of Windows‑based databases, spreadsheets, and word‑processing software and the ability to enter and verify data quickly and accurately.

Knowledge of grammar, punctuation, spelling, common business terminology, and basic arithmetic used in business applications.

Skill in typing forms, reports, and correspondence with accuracy; proofreading written materials for completeness, correctness, and proper format.

Skill in sorting, filing, coding, and retrieving information using established systems; ability to compare narrative and numerical information for accuracy.

Ability to understand office operations and apply policies, procedures, and protocols to daily tasks; ability to select appropriate actions from limited options based on training and experience.

Ability to read, interpret, and follow written instructions precisely.

Ability to communicate clearly and courteously in person and by telephone, convey information effectively, and maintain positive working relationships with coworkers, supervisors, the public, and contribute to a team environment.

PHYSICAL REQUIREMENTS

This position consists of primarily light work, requiring the incumbent to exert up to 20 pounds of force occasionally, or 10 pounds (or less) or force frequently, in order to lift/carry, push/pull or otherwise move objects. The job usually requires walking or standing to a significant degree. A description of the specific physical requirements associated with this position is maintained on file in the Human Resources office for review upon request.

MENTAL REQUIREMENTS

This position uses some training and/or experience to select from a limited number of solutions the most appropriate actions or procedures in performing the duties of the job. A description of the specific mental and cognitive requirements associated with this position is maintained on file in the Human Resources office for review upon request.

MINIMUM REQUIREMENTS

Graduation from an accredited high school or GED equivalent.

Demonstrated ability to type a minimum of 25 words per minute.

PREFERRED QUALIFICATIONS

Bachelor’s degree in Criminal Justice, Business Administration, Public Administration, Information Systems, Office Administration, Communications, or a closely related field.

Preference may be given to applicants with keyboarding or typing experience, or with at least one (1) year of office experience that included computer use and record or file maintenance.

HYBRID WORK ELIGIBILITY

This position is ineligible for hybrid work.

Note: Background checks will be conducted.

Drug testing may be required.