Department Specialist - City Clerk

This is a temporary, part-time position working up to 19 hours per week, funded through the end of September 2026. The schedule may offer flexibility within department needs.

About the Role

The City of Boise's Department of the City Clerk is seeking a detail-oriented and dependable Temporary Department Specialist to support the organization, preservation, and management of official city records. This role involves scanning, indexing, maintaining, and retrieving paper and electronic documents while ensuring records are accurately categorized and securely maintained within the City’s electronic records management system. The ideal candidate is organized, technologically proficient, and able to manage confidential information while contributing to efficient records management processes and high-quality public service.

Responsibilities

• Scans, copies, enters, and maintains paper, electronic, and microfilm records indexed into the electronic content management system.
• Maintains retrieval, retention and destruction process.
• Creates, administers, and assists the department with records retention and disposition schedules, document types, and keyword metadata in the records management system.
• With assistance, develops, maintains and documents standard operating procedures (SOPs).
• Works with confidential and sensitive information.
• Transfers information from one document or record to another.
• Reviews processes for best practice and improvement.
• Administers workflow for files and audits for completion.
• Communicates with authorized individuals to find missing documents or information.
• Performs other duties as assigned.

Requirements

High School diploma or GED and one year of experience working with computers and general office equipment or equivalent combination of education and/or experience.

Knowledge

• Working knowledge of general office practices and etiquette.
• Computer operations and email usage.
• Filing systems and records management.

Abilities

• Ability to learn database applications and use basic computer skills for data entry, searches and basic queries.
• Discern contents of a document and apply indexing system to categorize a wide variety of documents.
• Learn archive processes and records retention schedule.
• Use excellent time management and task prioritization.
• Communicate with people in a diplomatic and professional manner to identify their needs.
• Work alone or as a team member.
• Display an attitude of cooperation and work harmoniously with all levels of city employees, the general public and other organizations.
• Communicate effectively in the English language at a level necessary for efficient job performance.
• Complete assignments in a timely fashion.
• Understand and comply with all rules, policies and regulations.
• Maintain prompt and regular attendance.
• Perform all essential and marginal functions as assigned by an authorized employee, supervisor and/or manager with or without a reasonable accommodation.

Preferred Qualifications

• Two years of customer service experience, records management and/or scanning/indexing.

Special Requirements

Applicants must be able to pass City of Boise background check processes which includes a criminal history check and reference checks in accordance with the City of Boise Hiring Process Regulation.

Working Conditions

The physical effort characteristics and working environment described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Efforts

• Occasionally lifting/carrying up to 10 pounds and rarely lifting/carrying up to 20 pounds.
• Occasionally pushing/pulling up to 10 pounds and rarely pushing/pulling up to 20 pounds.
• The noise level is occasionally moderate and rarely loud.
• Work includes sensory ability to talk, hear and touch.
• Work in this position also includes close vision, distance vision and depth perception.
• Employees will sit, stand, stoop, kneel, crouch, crawl, reach and grasp.
• Position requires hand/finger dexterity.

Working Environment

The work environment will include inside conditions, areas of dust, odors, mist and gases or other airborne matter.

This is a temporary part-time position working up to 19 hours per week, funded through the end of September 2026. The schedule may offer flexibility within department needs.

About the Role

The City of Boise's Department of the City Clerk is seeking a detail-oriented and dependable Temporary Department Specialist to support the organization, preservation, and management of official city records. This role involves scanning, indexing, maintaining, and retrieving paper and electronic documents while ensuring records are accurately categorized and securely maintained within the City’s electronic records management system. The ideal candidate is organized, technologically proficient, and able to manage confidential information while contributing to efficient records management processes and high-quality public service.

Responsibilities

• Scans, copies, enters, and maintains paper, electronic, and microfilm records indexed into the electronic content management system.
• Maintains retrieval, retention and destruction process.
• Creates, administers, and assists the department with records retention and disposition schedules, document types, and keyword metadata in the records management system.
• With assistance, develops, maintains and documents standard operating procedures (SOPs).
• Works with confidential and sensitive information.
• Transfers information from one document or record to another.
• Reviews processes for best practice and improvement.
• Administers workflow for files and audits for completion.
• Communicates with authorized individuals to find missing documents or information.
• Performs other duties as assigned.

Requirements

High School diploma or GED and one year of experience working with computers and general office equipment or equivalent combination of education and/or experience.

• Working knowledge of general office practices and etiquette, computer operations, email usage, filing systems, and records management.
• Ability to learn database applications and use basic computer skills for data entry, searches, and basic queries.
• Ability to discern contents of a document and apply indexing system to categorize a wide variety of documents.
• Ability to learn archive processes and records retention schedules.
• Excellent time management and task prioritization skills.
• Ability to communicate diplomatically and professionally to identify needs.
• Ability to work alone or as a team member, displaying cooperation and harmony with all levels of city employees, the public, and other organizations.
• Effective communication in English at a level necessary for job performance.
• Ability to complete assignments in a timely fashion and comply with all rules, policies, and regulations.
• Maintain prompt and regular attendance.
• Perform all essential and marginal functions as assigned, with or without reasonable accommodation.

Preferred Qualifications

• Two years of customer service experience, records management, and/or scanning/indexing.

Special Requirements

Applicants must pass City of Boise background check processes, including a criminal history check and reference checks.

Working Conditions

Physical Efforts

• Occasionally lifts/carries up to 10 pounds; rarely up to 20 pounds.
• Occasionally pushes/pulls up to 10 pounds; rarely up to 20 pounds.
• Noise level is occasionally moderate; rarely loud.
• Requires sensory abilities to talk, hear, and touch; close vision, distance vision, and depth perception.
• Involves sitting, standing, stooping, kneeling, crouching, crawling, reaching, and grasping; requires hand/finger dexterity.

Working Environment

Work environment includes inside conditions with exposure to dust, odors, mist, gases, or other airborne matter.