[Hiring] Records Clerk @Town of West Hartford

Role Description

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

• 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
• 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