Job Details
Records Coordinator - City
2025-06-05 Oklahoma City Oklahoma City,OK
Description:
This position is located in the Clerk Operations Division of the City Clerk's Office within the City of Oklahoma City and usually reports to an immediate supervisor. The Records Coordinator is responsible for managing official records and performing administrative and clerical duties according to existing guidelines and procedures. The employee must possess the necessary skills, knowledge, and abilities prior to assuming the position. Essential job functions include: identifying problems, conducting research, performing analyses, developing alternatives, and making verbal and written recommendations relative to improving organizational records management functions and operations; and for providing a major role in the planning, preparing, and controlling of departmental document flow. The work requires frequent contact with various City personnel and citizens to exchange information, conducting research and update of municipal records, ordinances, or codes. The duties assigned require knowledge of current organizational, managerial, and administrative guidelines, and concept and principles of records management; knowledge of and skill in utilizing basic research principles and practices; and knowledge of and ability to follow complex record retention policies and procedures. Other duties include but are not limited to: coordinating storage and retrieval of departmental records; establishing and maintaining retention schedules; maintaining manual and automated records systems; conducting research, and occasionally performing specialized feasibility, and cost-benefit analyses; and assisting departments in planning, preparing, and monitoring fiscal record keeping costs. Employee works independently in performing the assigned duties, with only occasional discussion of assignments with supervisor. The Records Coordinator is frequently the department primary resource for conducting research into specific operational matters and activities. Instructions received define overall objectives, with minimal specificity regarding how to proceed with assignments.
VETERANS PREFERENCE
Honorably discharged veterans of the United States Active Duty Armed Forces, National Guard, and Reserve Forces who are not currently employed full-time by the City of Oklahoma City and who meet the qualifications for the position shall be given preference. To receive preference, veterans must submit verification of honorable discharge from the United States military service (Department of Defense Form DD214 or NGB Form 22) prior to the closing date of the vacancy announcement.
JOB REQUIREMENTS
PHYSICAL REQUIREMENTS
OTHER DETAILS
Attachments: Applicants may upload only two attachments. Applicants may choose to combine documents into one file for upload.
Pay Method: City employees are required to receive pay electronically, either via direct deposit or pay card.
Former Employees: If this position is open to external applicants and you are a former employee, you must be eligible for rehire to participate in any selection process. If you are unsure of your rehire status, please contact the Human Resources Department at (405) ###-####. If your rehire status has been coded "Not Eligible," "Eligible 3," or "Conditional," you will need to request a review of your rehire status through the Human Resources Department's Employee and Labor Relations Division.
Background Investigation, Drug Testing, Physical Examination: Upon a conditional offer of employment/acceptance of position, the City of Oklahoma City will conduct a criminal history background check for external applicants. Applicants will be provided contact information for any third-party reporting agencies used to collect background information in connection with conditional offers of employment.
If the position accepted includes a driver license (commercial or non-commercial) Job Requirement, the City of Oklahoma City will obtain a Motor Vehicle Report for internal and external applicants.
If the position accepted is safety sensitive and/or a driving position, internal and external applicants will be provided a copy of the City of Oklahoma City's Drug and Alcohol Testing Policy prior to being directed for a drug test. A copy is also available at the link below:
HRB 25-01 Drug and Alcohol Testing Procedure.FINAL 030325_AM.pdf
If the position accepted is cyber security sensitive, internal and external applicants will be subject to a Criminal Justice Information Services (CJIS) Interstate Identification Index (III) Fingerprint Background check. Additionally, employees in this job classification must complete Level 4 Security Awareness Training and pass an online certification test.
If the position accepted includes a lift/push/pull/carry Physical Requirement of 25 pounds and greater, internal and external applicants will be directed for a physical examination.
AN EQUAL OPPORTUNITY EMPLOYER
If you require reasonable accommodation at any time during the hiring process, please notify one of the Human Resources Department Representatives by calling 405-###-####. The City of Oklahoma City will not discriminate against any applicant or employee because of race, color, creed, national origin, ethnicity, religion, sex (to include sexual orientation and gender identity and/or expression), age, genetic information, disability or political affiliation.
About Us
Oklahoma City is one of the fastest-growing metros in the United States and is the 20th largest city in the nation. For nearly two decades our residents have continually invested in our community to make it a place people can find belonging, visit and call home. Our employees are at the heart of those investments-delivering essential services our residents expect and creating a strong and thriving city for all people.
About the Team
Join our team and build a fulfilling career of public service in a diverse and inclusive workplace, alongside talented, hardworking, and dedicated coworkers who provide essential services to thousands of residents and visitors every day. As a City of Oklahoma City employee, you will earn competitive pay, have job stability, grow personally and professionally, and make a difference in your community. To learn more about our departments and the services they provide, go to okc.gov.
Job Description
PAY
$30.63 - $46.83 Hourly
The normal starting pay for this position is the minimum of the pay range listed above. A higher rate of pay may be considered, dependent on the qualifications and experience of the selected applicant and/or the City's step placement policy.
APPLICATION QUESTIONS/WORK HISTORY
- When completing the application, applicants will be asked to respond to application questions. These application questions are based on the Job Requirements for the position.
- Completion of the application questions is required.
- Applicant responses to the application questions must specifically answer the questions asked.
- Responses to application questions must be supported by work history/information listed on the application/resume, sufficient to demonstrate qualifications for the position.
- Applications may not be reviewed if specific responses to application questions have not been provided.
- Each application submission is reviewed independently.
- The City offers competitive pay and robust benefits: Benefits Overview
This position is located in the Clerk Operations Division of the City Clerk's Office within the City of Oklahoma City and usually reports to an immediate supervisor. The Records Coordinator is responsible for managing official records and performing administrative and clerical duties according to existing guidelines and procedures. The employee must possess the necessary skills, knowledge, and abilities prior to assuming the position. Essential job functions include: identifying problems, conducting research, performing analyses, developing alternatives, and making verbal and written recommendations relative to improving organizational records management functions and operations; and for providing a major role in the planning, preparing, and controlling of departmental document flow. The work requires frequent contact with various City personnel and citizens to exchange information, conducting research and update of municipal records, ordinances, or codes. The duties assigned require knowledge of current organizational, managerial, and administrative guidelines, and concept and principles of records management; knowledge of and skill in utilizing basic research principles and practices; and knowledge of and ability to follow complex record retention policies and procedures. Other duties include but are not limited to: coordinating storage and retrieval of departmental records; establishing and maintaining retention schedules; maintaining manual and automated records systems; conducting research, and occasionally performing specialized feasibility, and cost-benefit analyses; and assisting departments in planning, preparing, and monitoring fiscal record keeping costs. Employee works independently in performing the assigned duties, with only occasional discussion of assignments with supervisor. The Records Coordinator is frequently the department primary resource for conducting research into specific operational matters and activities. Instructions received define overall objectives, with minimal specificity regarding how to proceed with assignments.
VETERANS PREFERENCE
Honorably discharged veterans of the United States Active Duty Armed Forces, National Guard, and Reserve Forces who are not currently employed full-time by the City of Oklahoma City and who meet the qualifications for the position shall be given preference. To receive preference, veterans must submit verification of honorable discharge from the United States military service (Department of Defense Form DD214 or NGB Form 22) prior to the closing date of the vacancy announcement.
JOB REQUIREMENTS
- Knowledge of standard and current organizational, managerial, and administrative concepts and principles.
- Knowledge of and skill in utilizing basic research principles and practices.
- Knowledge of and ability to follow complex record retention policies and procedures.
- Knowledge of and skill in operating standard office machines and equipment.
- Skill in records management.
- Skill in communicating verbally and in writing, using tact and diplomacy.
- Skill in the use of a variety of technologies, such as, computer software, imaging systems, microfilm, equipment, etc.
- Skill in organizing, compiling, and working accurately with information.
- Ability to learn and apply knowledge of the City's document management and administrative concepts and principles, and applicable City, state and federal statutes and regulations.
- Ability to develop plan, design, implement, and evaluate current systems and system improvements.
- Ability to travel.
- Willingness to maintain confidentiality.
- Two (2) years demonstrated experience managing a structured records management program and related software, including organizing and auditing meta data, digitizing records, implementing and managing records retention and destruction.
- Experience processing, reviewing and routing Open Records Requests following statutory requirements.
- Demonstrated experience proofing, analyzing and indexing professional documents.
- Knowledge of the City Council agenda, records retention and open records procedures, policies and processes.
- Ability to prioritize, manage and coordinate conflicting deadlines.
- Execution and Results: (1) Sets well-defined and realistic goals and high standards of performance for self or self and others; (2) displays a high level of initiative, effort, and commitment toward performing work; (3) completes assignments in a thorough, accurate, and timely manner, and delivers results; (4) works with minimal supervision, is motivated to achieve, and demonstrates responsible behavior; (5) demonstrates understanding of all aspects of the job and application of accrued knowledge in carrying out duties and responsibilities; technical knowledge; skill in the techniques, equipment, procedures, and work required; (6) recognizes opportunities and takes action for improvement to programs, policies, procedures, practices, and processes; (7) understands and is able to apply the principles, methods, and tools of quality improvement; (8) collects, examines, analyzes, and interprets data from a variety of sources; (9) makes data-driven recommendations/decisions and achieves results; (10) effectively achieves results through others to achieve the Department or City's mission.
- Judgment: (1) Plans, coordinates, and executes business functions efficiently, effectively, and in a fiscally responsible manner; (2) identifies risks and develops and implements measures to avoid, mitigate, or minimize those risks; (3) makes effective, timely, well-informed, objective, and transparent work-related decisions; (4) exhibits emotional maturity and stability, effectively manages conflict, and remains optimistic and calm during stressful situations; (5) uses resources effectively to achieve results aligned with organizational priorities; (6) applies understanding of financial management/budgeting principles to ensure decisions are fiscally sound and responsible and in accordance with policies, procedures, processes, rules, regulations, and laws; (7) makes business decisions that drive positive, fiscally responsible performance; (8) manages ambiguity, business insight, financial acumen, makes decisions using data and insight that achieves the best outcome for the department and City.
- Teamwork/Team Oriented: (1) Recognizes, values, and leverages the ideas, opinions, and perspectives of others; (2) participates willingly and effectively as a team lead or team member; (3) builds consensus; fosters team commitment, spirit, pride, and trust; (4) collaborates with others to accomplish goals and objectives and achieve results; (5) expresses facts, ideas, messages, and information (technical and non-technical) to individuals or groups clearly, concisely, accurately, understandably, with honesty, tact, and diplomacy and in a manner that is appropriate for the intended audience; (6) actively listens, clarifies information as needed.
- Customer Centric: (1) Demonstrates commitment to public service; (2) serves and satisfies internal and external customers in a timely and effective manner; (3) establishes, commits to, and maintains high standards for producing quality work products and being responsive to customers; (4) supports the Department/City's mission; develops and executes strategies with the customer in mind.
- Strategic Thinking: (1) Thinks conceptually, imaginatively, and systematically; (2) envisions the future; (3) defines the vision, direction, and goals; (4) develops a road map for achievement; (5) anticipates change and plans for it; (6) considers long-term value and consequences; (7) influences others to achieve results; (8) understands where the organization is headed; knows the organization's mission and functions, and how its social, political, and technological systems work; (9) aligns business strategies to long-term success of the City; (10) sets the vision, direction and compelling course of action; (11) operates effectively within the systems, programs, policies, procedures, codes, ordinances, rules, and regulations of the organization; (12) knows industry and stays ahead of best practices; (13) understands the political environment, management priorities, staff roles and responsibilities, and grasps external factors impacting the organization; (14) identifies when issues need to be escalated to higher authorities and effectively alerts appropriate officials.
- Leads Through Influence: (1) Persuades others; builds consensus through give and take; (2) gains cooperation from others to obtain information and accomplish goals; (3) works with others towards achieving agreements that may involve exchanging resources or resolving differences; (4) understands the concepts, practices, and techniques used to identify, engage, influence, and monitor relationships with individuals and groups connected to a work effort including those actively involved; (5) leads through influence over the process and its results, and those who have a vested interest in the outcome (positive or negative).
- Empathic Leadership: (1) Fosters a workplace where employees are engaged; (2) seeks to know and learn about, and respects the values, attitudes, and beliefs of others; (3) welcomes varied ideas, perspectives, and thoughts when carrying out the work of the organization and making decisions; (4) builds trust through transparency, open communication, feedback, consistency, and humility; (5) seeks to build high performing teams through practices that demonstrate a commitment to hiring the most qualified candidates; promotes advancement opportunities for all (e.g., coaching, mentoring, providing personal and professional development opportunities); (6) resolves conflict and maintains effective working relationships with others through open dialogue, collaboration, empathy, active listening, understanding, tact, diplomacy, and professionalism; (7) treats others with fairness and dignity; (8) demonstrates emotional maturity; and (9) recognizes contributions and celebrates accomplishments. Note: This competency is not applicable for employees who are not supervisors.
- Commitment to Continuous Improvement: (1) Recognizes opportunities for improvement with regard to programs, policies, procedures, practices, and processes; (2) understands and is able to apply the principles, methods, and tools of quality improvement; (3) collects, examines, analyzes, and interprets data from a variety of sources; (4) makes data-driven recommendations/decisions and achieves results.
- Agility: (1) Values collaboration, communication, and feedback and is flexible and open to new ideas; (2) learns rapidly and transforms learning into action; (3) examines processes and practices to perform work most effectively; (4) demonstrates courage and willingness to take calculated risks; (5) assesses readiness; proposes new approaches, methods, and technologies plans, implements, and evaluates change in a transparent, positive, and thoughtful manner; (6) exhibits emotional maturity and stability, effectively manages conflict, and remains optimistic and calm during stressful situations; (7) rapidly adapts to change and leads others through change, while producing tangible results and identifying new opportunities.
- Talent Development: (1) Provides tools, materials, equipment, and resources; (2) provides performance feedback, coaching, mentoring, encouragement, and support; (3) discusses personal and professional goals; (4) provides formal and informal learning and development opportunities that support achievement of personal and professional goals; (5) attracts and develops talent; (6) manages performance throughout the department or City; (7) sets the leadership tone for area of responsibility. Note: This competency is not applicable for employees who are not supervisors.
- Primarily indoors in a climate-controlled environment.
- Subject to continuous exposure to light and glare from equipment such as a video display terminal.
- Subject to frequent low-level noise from equipment such as a keyboard, ten-key, copy machine, telephone, etc.
- Occasionally required to work beyond normal work hours.
- Occasional local or out-of-town travel to meetings, conferences, or seminars.
PHYSICAL REQUIREMENTS
- Arm and hand steadiness and finger dexterity enough to operate equipment such as a keyboard, ten-key, telephone, etc.
- Near vision enough to read and verify information on written and machine generated documents, reports, etc., and video display terminals.
- Speech and hearing enough to communicate in person and by telephone.
- Ability to perform the labor of handling large amounts of records of various sizes and weights, and at differing heights for storage, retrieval, and shredding.
OTHER DETAILS
Attachments: Applicants may upload only two attachments. Applicants may choose to combine documents into one file for upload.
Pay Method: City employees are required to receive pay electronically, either via direct deposit or pay card.
Former Employees: If this position is open to external applicants and you are a former employee, you must be eligible for rehire to participate in any selection process. If you are unsure of your rehire status, please contact the Human Resources Department at (405) ###-####. If your rehire status has been coded "Not Eligible," "Eligible 3," or "Conditional," you will need to request a review of your rehire status through the Human Resources Department's Employee and Labor Relations Division.
Background Investigation, Drug Testing, Physical Examination: Upon a conditional offer of employment/acceptance of position, the City of Oklahoma City will conduct a criminal history background check for external applicants. Applicants will be provided contact information for any third-party reporting agencies used to collect background information in connection with conditional offers of employment.
If the position accepted includes a driver license (commercial or non-commercial) Job Requirement, the City of Oklahoma City will obtain a Motor Vehicle Report for internal and external applicants.
If the position accepted is safety sensitive and/or a driving position, internal and external applicants will be provided a copy of the City of Oklahoma City's Drug and Alcohol Testing Policy prior to being directed for a drug test. A copy is also available at the link below:
HRB 25-01 Drug and Alcohol Testing Procedure.FINAL 030325_AM.pdf
If the position accepted is cyber security sensitive, internal and external applicants will be subject to a Criminal Justice Information Services (CJIS) Interstate Identification Index (III) Fingerprint Background check. Additionally, employees in this job classification must complete Level 4 Security Awareness Training and pass an online certification test.
If the position accepted includes a lift/push/pull/carry Physical Requirement of 25 pounds and greater, internal and external applicants will be directed for a physical examination.
AN EQUAL OPPORTUNITY EMPLOYER
If you require reasonable accommodation at any time during the hiring process, please notify one of the Human Resources Department Representatives by calling 405-###-####. The City of Oklahoma City will not discriminate against any applicant or employee because of race, color, creed, national origin, ethnicity, religion, sex (to include sexual orientation and gender identity and/or expression), age, genetic information, disability or political affiliation.
About Us
Oklahoma City is one of the fastest-growing metros in the United States and is the 20th largest city in the nation. For nearly two decades our residents have continually invested in our community to make it a place people can find belonging, visit and call home. Our employees are at the heart of those investments-delivering essential services our residents expect and creating a strong and thriving city for all people.
About the Team
Join our team and build a fulfilling career of public service in a diverse and inclusive workplace, alongside talented, hardworking, and dedicated coworkers who provide essential services to thousands of residents and visitors every day. As a City of Oklahoma City employee, you will earn competitive pay, have job stability, grow personally and professionally, and make a difference in your community. To learn more about our departments and the services they provide, go to okc.gov.