NEOGOV · 12 hours ago
Municipal Records Coordinator
Madison, AL
Full-time
Onsite
Mid Level
$41K/yr - $45K/yr
3+ years expNEOGOV is seeking a Municipal Records Coordinator to manage the processing and retention of a centralized records system for the City of Madison, Alabama. The role involves classifying, indexing, filing, storing, and retrieving a large volume of materials, while ensuring compliance with state requirements for record retention.
GovTechHuman ResourcesInformation TechnologySoftware
Responsibilities
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
Qualification
Required
Knowledge of principles and procedures used in maintaining and controlling a complex filing system
A high school diploma is required
Three years of work experience in an office work environment necessary, including two years of experience working with a large central records system
Competency with Microsoft Word, Access and Excel required
Ability to lift 25 pounds
Ability to be mobile in order to handle boxes of documents and files
Ability to communicate verbally and in writing with public
Ability to stand/sit for extended periods of time
Ability to work on computer and telephone for extended periods of time
Must be able to drive
Must have full range of physical motion in order to operate various office equipment and boxes of records independently and in a timely manner
Ability to travel for training
Ability to hear well enough to take minutes at meetings in a prompt manner
Preferred
A two-year degree or more is preferred in areas related to duties
Knowledge of general office procedures
Typing skills
Ability to learn various computer software programs used in the department
Ability to establish and maintain a master indexing system for records retrieval by subject matter and other records system as needed to provide the efficient retrieval of city records or disposition
Ability to operate calculator, telephone, copier, computer and other office equipment
Verbal skills to communicate with city employees and the public
Writing skills to compose general correspondence and minutes of council meetings as required
Math skills to perform functions related to processing the deposit of funds
Reading skills to comprehend written instructions, city and state code regulations and general correspondence
Ability to follow instructions and to work independently
Prioritization, organization, scheduling and follow-up skills required
Knowledge of State Code on Public Records
Benefits
$0 Cost Individual Health/Dental Premium
RSA - Retirement Benefits
Company
NEOGOV
NEOGOV is the leading provider of workforce management software uniquely designed for the public sector, education, and public safety.
501-1000 employees
Funding
Current Stage
Late StageTotal Funding
$700MKey Investors
Warburg Pincus
2025-07-28Secondary Market· $700M
2025-07-28Acquired
2021-06-02Private Equity
Leadership Team
Shane Evangelist
CEO
Brandon McDonald
Head Of Marketing
Recent News
Canada NewsWire
2025-11-14
2025-11-14
Government Technology US
2025-10-31
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