Records Clerk

The Records Clerk plays a pivotal role in establishing and maintaining the official records management system of the City of St. George. Under general supervision, the Records Clerk is responsible for organizing, cataloging, retrieving, and safeguarding all city records in compliance with federal, state, and local regulations. This role requires meticulous attention to detail, a commitment to transparency and public service, and the ability to help develop systems and processes from the ground up.

Key Responsibilities

Develop and maintain filing systems for digital and physical municipal records, ensuring accessibility and compliance with public records laws.
• Receive, log, and process public records requests (PRRs) in accordance with applicable laws and deadlines.
• Work with departments to inventory records and develop retention protocols.
• Assist in drafting, reviewing, and implementing the city's records retention policy and procedures.
• Digitize paper records and help implement document management software and tools.
• Ensure the confidentiality and integrity of sensitive documents.
• Provide clerical support during City Council meetings, such as agenda packet preparation and meeting minutes.
• Respond to internal and external information inquiries in a timely and professional manner.
• Coordinate with legal counsel, IT, and external agencies on records-related matters.
• Maintain logs, indexes, and reports related to records retention and destruction.
• Assist in training municipal staff on records procedures and compliance.
• Collaborate with other departments to support standardized filing practices and digital archiving projects.
• Assist in scanning, indexing, and cross-referencing internal documents to improve interdepartmental access and efficiency.
• Accept, log, and route applications for permits, licenses, and public service requests.
• Issue basic licenses or permits upon verification and maintain tracking databases.
• Provide residents with guidance on forms and routine application processes.
• Assist with the preparation, posting, and distribution of agendas, notices, and meeting packets.
• Attend council and committee meetings as needed to assist with logistics or provide clerical support.
• Serve as back-up front-desk receptionist, greeting visitors and responding to public inquiries via phone, email, or in person.
• Manage office supplies, maintain filing systems, and support day-to-day operational needs.
• Schedule and coordinate internal meetings and appointments.
• Perform additional duties as assigned.

• High school diploma or GED required; associate's degree or higher in public administration, library science, or a related field preferred.
• At least one (1) year of administrative or clerical experience, preferably in a governmental or legal setting.
• Familiarity with state public records and open meetings laws.
• Experience with scanning software and digital document management systems preferred.
• Availability to work the necessary days and hours to fulfill all responsibilities, including weekends and nights as needed.
• Must possess a valid Louisiana Driver's License at the time of hiring.

Key Skills/Competencies for this position

• Knowledge of records management principles and best practices.
• Strong organizational skills and attention to detail.
• Ability to maintain confidentiality and exercise discretion.
• Excellent interpersonal, written, and verbal communication skills.
• Proficiency with Microsoft Office Suite, Google Workspace, and document databases.
• Ability to work independently and collaboratively in a fast-paced, evolving municipal environment.
• Willingness to learn and adapt to new systems and legal requirements.

Physical/Environmental Demands for this position, when such demands exist.

• Work is performed in a standard office environment.
• May occasionally be required to lift boxes of files or operate scanning equipment.
• Regular hours with occasional evening or weekend hours for meetings or special projects.

Personal Qualities
IBTS places a high value on certain personal traits that work toward creating a positive, professional, and supportive work environment, which is essential for working together and achieving success. We believe "how" you achieve your results is as important as what you achieve. The following highlights the personal traits key for success within the organization.

• Strong Work Ethic
• Teachable/Continuous Learner
• Reliable/Dependable
• Collaborative/Team Contributor

Bring your passion, expertise, and experience to IBTS, where we appreciate and are committed to our employees. We offer outstanding benefits, growth opportunities, and work hard to maintain a culture that values our employees.

The Institute for Building Technology and Safety (IBTS) is a 501(c) (3) non-profit organization established to provide unbiased professional building code compliance services, while enhancing the communities in which we work. At IBTS, our mission is to deliver quality services to meet the challenges of governance at all levels while enhancing public safety, economic development, and the general welfare of the community. Our services include Building and Community Development, Energy and Sustainability Services, Disaster Planning and Recovery, Quality Assurance, as well as Compliance and Risk Monitoring.

IBTS is headquartered in Ashburn, VA, with additional offices in Louisiana, Missouri, New York, Oklahoma, North Carolina, Texas, Puerto Rico, and Washington, DC.

We are committed to building a community of experts with diverse backgrounds, disciplines, and perspectives who are passionate about our mission. IBTS is proud to be an Equal Opportunity and Affirmative Action Employer that maintains a diverse and inclusive workforce. All qualified applicants will receive equal consideration for employment without regard to race, color, religion, sex, national origin, age, disability or sexual orientation. This opportunity is open to Section S3 Residents. Veterans and individuals with disabilities are encouraged to apply.

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