Public Record Coordinator

Public Record Coordinator

Salary

$52,081.12 - $67,732.60 Annually

Location

C151-Law

Job Type

Full Time

Job Number

04438

Department

Law

Opening Date

09/02/2026

Closing Date

9/16/2026 11:59 PM Eastern

• Description
• Benefits
• Questions

Position Purpose/Summary

This position is responsible for analyzing, processing, and responding to public records requests submitted to the City, in compliance with State law, Regulations adopted by the Secretary of State, and the Citys ordinances and rules. This position will plan, coordinate, and supervise the official records management system for the City. Work is performed with considerable independence under the direction of the First Associate City Solicitor with reviews through observation, reports, and conferences. No supervision is exercised over other employees.

Essential Functions

• Have a comprehensive understanding of the requirements of the Massachusetts Public Records Law.
• Coordinate and maintain a comprehensive records retention program. Develop procedures and guidelines for logically organized and searchable records and forms for both external and internal customers.
• Develop procedures to identify and control the destruction of records according to the State Records Retention Guidelines.
• Respond to public information requests, coordinate the retrieval of information, and address questions or problems as necessary.
• Be familiar with, interpret, apply, and explain codes, laws, rules and regulations related to assigned activities.
• Evaluates whether any record or part of a record is exempt, redacts records, and prepares appropriate redaction and exemption logs.
• Manage on-site records storage areas and evaluate ongoing records storage requirements.
• Assist in development of security procedures to safeguard original and confidential documents.
• Assist other departments in processing and understanding requests.
• Under the guidance and with the assistance of the IT Department, implement, administer, and provide staff training for use of the public disclosure software used for on-line requests and tracking.
• Provide training on public records compliance; consult with/direct City employees on the requirements of the Public Records Act and applicable City Codes and rules.
• The Public Records Officer will conduct new employee/new committee member PRA/records retention training as well as yearly refreshers for all employees.
• Develop goals, implement steps, and create timelines with departmental records managers to produce a highly functioning records management system.
• Copy or scan records as needed.
• Performs related work as required.

Knowledge, Skills, and Abilities

• Considerable knowledge of the statutes, ordinances, and charter provisions relating to the powers and duties of the Law Department..
• Considerable knowledge of modern office procedures and equipment, particularly with reference to filing, record keeping, and cross-indexing systems.
• Manage multiple projects efficiently.
• Familiar with and easily operate a variety of computer programs, adapting to computer program changes as needed to maintain efficiencies and cost savings.
• Ability to express oneself clearly and concisely, orally and in writing.
• Communicate effectively both orally and in writing.
• Ability to plan, install, and supervise detailed clerical systems.
• Ability to establish and maintain effective working relationships with subordinates, officials and the general public.
• Ability to maintain strict confidentiality and exercise discretion and sound decision making when handling sensitive documents.

Education and Experience

• Bachelors' degree in public administration, communications, or related field preferred or four (4) to six (6) years progressively responsible experience and/or training in municipal government and extensive clerical office experience.
• Two (2) to three (3) years of experience in customer service focused environment, preferably in an office similar to that of a law office.
• Experience working with legal documents, in a law office, or in the legal profession preferred.

NOTICE: The following benefits are contingent upon hours worked and bargaining vs. non-bargaining agreements.

Medical/Dental/ Vision

75% City Subsidized

All health insurance plans include Dental and Vision

Retirement

Available to employees working 20+ hours per week

Paid Vacation

Bargaining unit positions are subject to contractual obligations.

Paid Holidays

All City employees receive 11 paid holidays per year.

Paid Sick Time

Full time employees are immediately eligible to begin accruing 1 1/4 days per month which can be taken after 6 months of service. Unused sick days can be rolled over to subsequent calendar years. Supplemental Long Term and Short disability coverage is available to employees at the employee cost.

Paid Personal Days

Use up to 3 of your accrued sick days as Personal days. Personal days cannot be rolled over into the next calendar year.

Family Medical Leave Act (FMLA)

A means for eligible employees to balance work and family responsibilities by taking unpaid leave for authorized reasons.

Training

On the job and instructor led courses available

Employee Assistance Program

Free, confidential and personal assistance to employees and their families to resolve issues that affect their personal lives as well as job performance.

Direct Deposit

Easy, convenient, and free!

01

Do you have a bachelors' degree in public administration, communications, or related field preferred or four (4) to six (6) years progressively responsible experience and/or training in municipal government and extensive clerical office experience?

• Yes
• No

02

Do you have two (2) to three (3) years of experience in customer service focused environment, preferably in an office similar to that of a law office?

• Yes
• No

03

Do you have experience working with legal documents, in a law office, or in the legal profession? (preferred)

• Yes
• No

04

Are you a current City of Springfield resident?

• Yes
• No

05

The City of Springfield requires all employees to be residents. If you are not a current Springfield resident, are you willing to relocate?

• Yes
• No

Required Question

Employer City of Springfield

Address 36 Court St

Springfield, Massachusetts, 01103

Phone 413-787-6018

Website https://www.springfield-ma.gov