Job Details

Under the immediate supervision of the Records and Information Supervisor, performs varied record keeping duties for the Division of Records Management, Research and Archives, City Clerk's Office, involving sorting, processing, maintenance, data entry, storage, retrieval, digital scanning, and destruction of City records; performs related clerical and secretarial tasks; does related work as required. Under immediate supervision of both the Deputy City Clerk and Records and Information Supervisor, incumbent performs a variety of essential, city-wide mail processing duties; picks up, sorts, and delivers U.S. and interoffice mail for City Hall and other City office buildings on a daily basis.

DISTINGUISHING FEATURES OF THE CLASS: Work involves performance of record keeping and records processing duties in order to compile and maintain all City records. Employee must have knowledge of how to operate postage mail equipment and how to receive and mail packages with shipping carriers; prepares charge outs to departments for postage, USPS, and bulk postage expenses. Most mail service duties are reoccurring in nature. The employee is expected to exercise a certain amount of judgment and resourcefulness in performing assigned duties and tasks. Work is performed under the general direction of both the Records and Information Supervisor and Deputy City Clerk.

• Retrieves and delivers records requests.
• Files and re-files records and documents related to storage.
• Erects, dismantles, and maintains shelving systems.
• Greets and interacts with all levels of City employees throughout the organization and the public.
• Enters and retrieves computer data from tracking system.
• Digitally scans and indexes documents and records.
• Educates and encourages proper Record Management principles to organization personnel.
• Performs warehouse inventory audits
• Provides research services to City employees and the public.
• Performs mail delivery services in City Hall and other city office buildings in Kalamazoo.
• Prepares monthly charge out for postage, USPS, and bulk postage to departments for expenses incurred
• Types correspondence and reports
• Assists with election preparations and election-day tasks.

• Good knowledge of office procedures and computerized record keeping knowledge and skill in using Microsoft Office applications.  
• Ability to perform data entry with good accuracy.
• Ability to file and re-file large document quantities.
• Ability to create and maintain professional relationships with the public and City employees.
• Working knowledge of Mail Services operations.
• Ability to use basic warehouse equipment (i.e., pallets, pallet jacks, hand trucks, etc.).
• Possession of a valid vehicle operator's license issued by the State of Michigan.
• Good attendance and dependability are crucial.
• Ability to lift 50 lbs. on a routine basis and up to 75 lbs. on an intermittent basis.
• Ability to climb pulpit ladders while carrying 40 lbs. record boxes repeatedly.

• High School Diploma or equivalent with coursework in record keeping, computers, business or data entry and retrieval.
• One year’s experience in a business office setting.
• Or any equivalent combination of experience and training which provides the essential knowledge, skills, and abilities.