Employment Opportunities

Current Employment Opportunities with the City of Meridian:

Job Title: Records Clerk
Department: Fire
Reports To: Administrative Services Supervisor
Open Date: December 23, 2021
Close Date: Open Until Filled
Hiring Salary: $15.00 - $19.18 per hour, DOE
Salary Range: $15.00 - $22.52 per hour, DOE

To Apply Please Visit: www.meridiancity.org

Job Summary:

Supports and administers the Fire Department’s records programs and maintains records schedules according to Federal and/or State Law as well as City policies. Ensures Public Records Request compliance. Compiles data for analysis from a variety of records management systems. Extracts and analyzes fire emergency response data for current and future reporting needs. Manages the organization, preservation and protection of the Department’s records; includes review of time cards, data entry, filing, and scanning of documents. This class of employee is afforded some discretion and works under general supervision. This position reports directly to the Administrative Division Manager.

Essential Duties & Responsibilities:

Receives, logs and processes public information requests for incident reports according to the Idaho Public Records Act. Researches records, edits and redacts information as necessary according to Idaho state statutes and City procedures. Writes response letters, forwards response information to City Legal Department, makes corrections as necessary, copies, sends response/information to requesting party and files records;

Handles incoming court subpoenas and notifies and prepares the appropriate department personnel;

Reads, understands and follows HIPPA rules governing patient confidentiality;

Assist in the maintenance and security of personnel records;

Extracts, prepares, analyzes and interprets fire data to support critical department and city reports and to support strategic projects including department certification, service level planning and community initiatives;

Provides data analysis results and prepares recommendations for senior leadership in order to advance plan objectives; Extracts data from scheduling software to reconcile time card data, reviews time cards for all line personnel and submits report to Payroll;

Prepares incoming paperwork (fire inspection reports, fire investigation reports, plan reviews, personnel records and certifications for both Fire and EMS training) for data entry into the Records Management System (RMS);

Supports the Training Division by recording Fire & EMS training for Department personnel. Extracts monthly, quarterly and annual training records and compiles data to create training reports;

Utilizes knowledge of databases, queries and advanced database principles to maintain, analyze and retrieve data for use in statistics, presentations, maps and reports for analysis in order to facilitate command staff decision-making;

Monitors, inputs and extracts data from various software systems including inspection software, EMS/NFIRS reporting, Tier II reports, and apparatus repair and maintenance records;

Prepares quarterly Customer Survey mailings. Retrieves and analyzes quarterly incident and fire inspection data, uses independent judgment to determine appropriate citizen contacts, prepares mailings and tracks responses received in order to determine customer survey rating;

Prepares, inputs, and distributes CPR documents for Department offered CPR certification courses for City employees in accordance with American Heart Association standards;

Maintains, sorts, organizes, catalogs, and files department information by either hard copy or electronic or both;

Scans and attaches files electronically to fire investigation and incident reports and business occupancy records;

Download photos of incidents, investigations and events and attach them to electronic files while maintaining compliance with HIPPA and other regulations;

Coordinates records retention and disposition schedules for all Fire Department Records. Reviews schedules annually and updates or amends as needed;

Develops and maintains inventory and disposal of assets including but not limited to fire equipment, station furnishings, and apparatus;

Responds to all internal and external customers (City employees, other governmental representatives, business organizations, community groups, and/or the public) with respect and in a courteous and friendly manner;

Communicates with others to maximize the effectiveness and efficiency of intra and interdepartmental operations;

Must be able to drive to and from various locations to deliver records and other documents when needed;

Assists other Fire Department administrative staff on special projects with considerable flexibility given to exercise independent judgment to ensure positive project outcomes;

Acts as backup for the Admin 1 position and assists in managing incoming visitors, phone calls, and general office support, including questions regarding permits, tours, assistance, etc.;

Works independently and under the direction of immediate supervisor;

Other duties as assigned.

Job Specifications:

Associates Degree (AA or AS) in a Records or Information Management field, Public Administration, Business Administration, or a related field required, OR:

Minimum three (3) years of full-time clerical experience OR one (1) year full-time records clerk experience, preferably in a Fire or EMS related organization

Demonstrated experience with multiple computer-based records management systems, with fire department experience preferred;

Knowledge, Skills & Abilities:

Ability to perform data entry at a proficient level and have superior attention to detail;

Ability to create or retrieve report forms and/or charts needed for statistical information;

Ability to learn and work within the departmental RMS for data entry and retrieval;

Ability to communicate and deal with the public and co-workers in a professional and positive manner;

Ability to establish and maintain effective working relationships with co-workers, supervisors, and the general public;

Must demonstrate a functional knowledge of the following computer programs: Microsoft Word and Excel;

Must display an attitude of cooperation and the ability to work well with others;

Ability to work in a team environment as a team player;

Ability to organize and establish workload;

Ability to work effectively with frequent interruptions;

Licenses and Certifications:

Possess and maintain a valid Idaho Class D (minimum) driver’s license;

Obtain and maintain AHA CPR/AED certification;

ICS 100, 200, 700, 800 certifications (within one year of hire date).

Work Environment and Physical Demands:

Work is usually performed in an office environment with moderate noise level;

Constantly requires sitting at a desk or computer terminal for long periods of time and ability to lift up to 15 lbs.;

Requires clarity of speech and hearing, which permits the employee to communicate effectively with the public and other department members;

Requires clear vision to read printed materials and computer screen to accomplish work;

Constantly requires repetitive movement of the wrists, hands, and/or fingers;

Requires sufficient personal mobility and physical reflexes, which permits the employee to function in a general office environment to accomplish tasks;

Occasionally may require assisting with and attending Department sponsored special events or activities, sometimes after hours.

Travel Requirements:

Local travel is occasionally required;

May be required to travel by air to required training.

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