Records Clerk (Town Secretary) na Town of Northlake, TX

About the Department

The Records Clerk provides clerical and administrative support to the Town Secretary’s Office and assists all departments with the organization, filing, retrieval, and retention of official records. This position ensures that records are maintained according to the Town’s retention schedule and Texas state law.

The Records Clerk also assists with agenda binder preparation and delivery, responds to general phone inquiries (including HR-related calls), and serves as backup to the Town Secretary for attendance at Town Council Meetings only.

Starting Salary: $50,676

Position Duties

• File, scan, copy, and index records as directed in accordance with retention requirements.
• Enter and retrieve documents in the Town’s Records Management System (e.g., Laserfiche).
• Log and process requests through the Public Information processing system (e.g., GovQA).
• Assist departments with records filing and basic organization tasks.
• Prepare, copy, and assemble agenda binders for Town Council; coordinate delivery and distribution.
• Answer general phone calls and triage HR-related inquiries to the appropriate staff.
• Assist in drafting meeting minutes, notices, and related clerical documents.
• Provide routine clerical support such as scanning, indexing, photocopying, and distributing records.
• Serve as the designated backup to the Town Secretary for attendance at Town Council Meetings only.
• Assist with pick up of supplies for meetings as needed.
• Assist with setup and break down for Council and Board meetings.
• Log/File Board meeting audio/visual files in Laserfiche and Town Website.
• Provide notarization services to residents, businesses, and staff as needed.
• Perform all other duties as assigned.

Minimum Qualifications

• Basic knowledge of records handling, filing, and document organization.
• Ability to learn and use electronic systems including Laserfiche and GovQA.
• Knowledge of local government office operations and processes.
• Strong attention to detail and accuracy in clerical tasks.
• Good communication and customer service skills.
• Ability to maintain confidentiality of records and sensitive information.
• High school diploma or equivalent required.
• Minimum of four (4) years of clerical or administrative experience in a local government setting required.
• Notary Public (Texas) preferred, or ability to obtain within 6 months.

Other Qualifications

• Regular attendance is required Monday through Friday during normal business hours, with additional evening attendance as needed when covering for the Town Secretary at Town Council Meetings.
• Primarily office setting with frequent computer and filing work.
• Occasional lifting of boxes/files up to ~25 lbs.
• Evening attendance at Town Council Meetings as needed.