Record Specialist

Creates and maintains an organizational system for the Law Department; finds and archives important historical documents. Part-time position that is up to 20 hours in the office, but completely flexible on schedule during the work week.

Department: Law

Salary: $20.00 per hour

Position Type: Announcement

Union: None, this is a non-union position.

Civil Service Classification: Exempt.

General Requirements:

You must submit or show proof of all of the following at the time of filing your application (unless otherwise indicated below) or your application will be disqualified. Disqualifications based on any of these General Application Requirements are not subject to a Civil Service appeal.

• Applicants must submit a complete application including education, work experience, a resume (if applicable) and completed supplemental questions.

• Applicants must comply with the City of Pittsburgh's COVID 19 vaccination mandate.

• Applicants must be or become residents of the City of Pittsburgh prior to employment and remain a resident throughout employment.

• Click here to view a map of City of Pittsburgh neighborhoods. 

NOTE:  The City of Pittsburgh, as a matter of policy, conducts pre-employment and promotional background investigations on all candidates being considered for positions.  The background investigation includes but is not limited to criminal background, driver's license and City of Pittsburgh real estate tax payments.  Candidates may be disqualified from consideration for employment based on the results of their background investigation (as it relates to the job for which the applicant is being considered).

NOTE:  Candidates being considered for employment will be required to submit official transcripts to verify of their post-secondary education (college/university, trade school, etc.) prior to being hired by the City of Pittsburgh.  Transcripts must be submitted at the time of any/each job interview you have with the City of Pittsburgh.

Qualifying Requirements:

Your City of Pittsburgh application will be reviewed and your work experience and education/training will be evaluated to determine if you meet the qualifying eligibility requirements listed below for this position.  You will be sent an eligibility letter regarding your eligible/ineligible status.

• WORK EXPERIENCE: The application must clearly show at least one (1) year of full-time experience in comparable work.  (Less than full-time experience will be calculated on a pro-rated basis.)

• EDUCATION/TRAINING: The application must clearly show a Bachelor's Degree, preferably in liberal arts.  Education in library sciences or public history or a similar major is highly preferred.  (See NOTE under the General Application Requirements Section above regarding the verification of education/training).

• EQUIVALENCY:  Education/training and/or work experience may be substituted on a year for year basis if the application clearly shows the required number of years to meet the Total Qualifying Requirement for this position (based on the sum of work experience and education/training listed above). The Total Qualifying Requirement is five (5) years.  (See NOTE under the General Application Requirements Section above regarding the verification of education/training).

If you meet the qualifying requirements listed above, you will be sent a letter of admission (when applicable) for the following examination(s).  You must pass the written and/or performance examination(s) in order to have your name placed on the official Civil Service eligibility list for this position.  Candidates who receive job offers must pass a medical examination (when applicable) prior to start date.

• Written:  None required for this position.

• Performance:  None required for this position.

• Medical:  None required for this position.

• Creates an organizational system of the Law Department, ensuring that documents are properly categorized, maintained and destroyed, as per policies.

• Drafts policies as needed.

• Investigates the background of historic documents and communicates with City's archivist on storage.

• Classifies, indexes, files or distributes contracts, correspondence, etc.

• Researches, retrieves, and routes files as appropriate.

• Files legal documents for department under established policies and procedures.

• Responds to law affiliated requests and provides information and direction.

• Keeps manual and/or automated records accurate through files maintenance, updating and checking.

• Operates office machines (e.g., PC, computer terminal and peripheral equipment, copier, shredder).

• Operates carts, dollies, etc.

• Maintains file room by maintaining work area, keeping files in order and updated, preparing and sending closed files to off-site storage area.

• Proofreads materials and verifies documents, etc.

• May perform various data entry, retrieval and other processes.

• May type correspondence, cards, lists, etc.

• Maintains a high level of confidentiality of information.

• Performs activities and functions that are assigned or required.