Records Clerk

The Records Clerk performs responsible clerical and administrative work involving the maintenance, processing, and retrieval of official Town records. This position ensures accurate recordkeeping, supports public access to information, and maintains compliance with applicable state and municipal record retention requirements.

The Records Clerk plays an important role in supporting transparency, operational efficiency, and customer service for residents and internal departments.

Key Responsibilities

Records Management

Maintain, organize, and update physical and electronic records in accordance with established retention schedules

File, scan, index, and archive documents accurately and efficiently

Retrieve records upon request for staff, residents, and authorized agencies

Assist with records disposal and archiving in compliance with regulations

Customer Service & Public Assistance

Respond to in-person, phone, and email inquiries regarding public records

Assist residents with record searches and application forms

Process requests for copies of official documents and collect applicable fees

Maintain confidentiality of sensitive or restricted information

Data Entry & Administrative Support

Enter and update data into record management systems and databases

Verify accuracy and completeness of submitted documents

Prepare routine correspondence and reports

Support department staff with general clerical tasks

Compliance & Quality Control

Ensure adherence to state public records laws and Town policies

Assist with responses to Freedom of Information (FOI) requests

Maintain organized filing systems to ensure efficient access and audit readiness

Qualifications

Education & Experience

High school diploma or equivalent required

One (1) to three (3) years of clerical or administrative experience preferred

Experience in records management or municipal government preferred

Knowledge, Skills & Abilities

Strong attention to detail and organizational skills

Ability to maintain confidentiality and exercise sound judgment

Proficiency in Microsoft Office Suite and data entry systems

Effective written and verbal communication skills

Ability to work independently and as part of a team

Strong customer service orientation