Records Administrator

Salary : $59,745.51 - $100,094.57 Annually
Location : Norfolk, VA
Job Type: Unclassified
Job Number: 13586
Department: City Clerk
Opening Date: 04/20/2026
Closing Date: 5/3/2026 11:59 PM Eastern

Description
Norfolk, Virginia is America's most authentic and urban waterfront city. Home to the world's largest naval station and the business, arts, and cultural center of Coastal Virginia, Norfolk has been rated a top place to live, work, play, and raise a family by numerous publications. In support of over 225,000 residents, regional neighbors, and visitors from all over the world, the City of Norfolk employs over five thousand hardworking, agile, and accountable individuals who each play a vital role in making Norfolk the unique and authentic city of the future that its citizens deserve and demand.

The Office of the City Clerk records and manages the city's legislative and official proceedings, provides administrative support, and serves as the liaison between the Norfolk City Council and Norfolk's Citizens. The Office of the City Clerk also serves as custodian of Norfolk's Historic Mace and City Seal. The City Clerk's office is seeing candidates for a Records Administrator. This position involves Citywide records administration including acquisition, storage, maintenance, and disposition of records according to legal requirements. Provides training, advice, and recommendations regarding records retention and disposition. Manages database for Laser fiche imaging system through adding and deleting users, setting security passwords and access levels, and training others on the system. Drafts policies regarding the City records management program.
This is an Unclassified position and serves at the will of the City Clerk
Essential Functions

Essential functions include but are not limited to:

• Classifies and preserves records by reviewing records and files from City Manager and Law Department offices, classifying them by subject, maintaining the record system, and overseeing record activities.
• Provides inventory control of records and maintains record management systems.
• Manages database for laser fiche electronic imaging system by adding and deleting users, assigning security levels and access rights, reviewing data, recommending and administering policies for use and maintenance of database, coordinating the system and database issues.
• Training and development of department users in Laserfiche electronic imaging system
• Performs other duties by developing and implementing policies, preparing annual budget submissions, approving and monitoring expenditures, supervising two employees, and performing miscellaneous administrative work.

Education/Experience

Work requires broad knowledge in a general professional or technical field. Knowledge is normally acquired through four years of college resulting in a Bachelor's degree or equivalent.

Two years' experience in supervisory work, office management, or related work with records and files.

Must be proficient in inventory tracking and retention of city records which are housed in a climate-controlled facility.

Knowledge and understanding of Library of Virginia retention schedules, highly preferred.
Additional Information & Requirements

Work Location: 810 Union Street, Norfolk, VA 23510

Work Hours: Monday through Friday 8:30 AM - 5:00PM

• Regular full-time and permanent part-time employees may receive paid holidays, vacation and sick leave, employer paid pension plan, basic life insurance, voluntary participation in medical and dental, Section 457 deferred compensation, long-term disability, optional life insurance for self, spouse and children, medical and dependent care reimbursement plans, access to membership in credit union and employer provided parking.
  
• Special project/grant employees are generally eligible for the same benefits of regular full-time employees; however, retirement, life insurance and participation in health plans vary depending upon funding and authorization.
  
• Temporary/seasonal and part-time employees are generally only eligible for employer provided parking and access to membership in credit union.
  
• Retirement

If you are hired October 5, 2010, or after to a position with City of Norfolk Retirement System benefits, you will be required to contribute five percent (5%) of your salary toward your retirement benefit. This will be a pre-tax payroll deduction.

If you are hired January 1, 2022, or after to a position with Virginia Retirement System (VRS) benefits, you will be required to contribute five percent (5%) of your salary toward your retirement benefit. This will be a pre-tax payroll deduction.

• The Tuition Assistance Program is established to encourage employees toward continued self-development and education. Permanent full-time and permanent part-time classified, unclassified permanent, full-time special projects, and constitutional employees who have completed six months continuous service will be eligible to apply. The applicant's school of enrollment must be an accredited institution.

NOTE:
The benefits described above are broad generalizations. The specific benefits that an employee may be eligible for are governed by City regulations, as applicable to job type.
Non-City
Positions listed with a job type designation of "Non-City" are not subject to the benefits descriptions above. Refer to the content of the job posting for information regarding these positions.
01

The following Supplemental Questions are specific to the position for which you have applied to assist the hiring manager in screening applications for specific experience being sought. Please be specific in answering these questions as they will be used to evaluate which applications will be given further consideration in the process. Do not answer "see resume" or "see application" as these are not valid answers. Please note that if you are invited to be interviewed by the department, your responses to the following questions may be subject to verification.

• I understand and will answer the following supplemental questions completely and thoroughly.

02

Please select the highest level of education you have completed.

• Less than High School Diploma/GED
• High School Diploma/GED
• Some College (6 months or more)
• Vocational/Technical Degree
• Associate's Degree
• Bachelor's Degree
• Master's Degree or higher

03

Do you possess at least two years experience in supervisory work, office management, or related work with records and files?

• Yes
• No

04

Are you familiar with and understand the Library of Virginia's retention schedules and guidelines?

• Yes
• No

05

Are you a current or previous City of Norfolk employee?

• Yes - I am a current City of Norfolk Employee
• Yes - I am a previous City of Norfolk Employee
• No - I am not a previous or current City of Norfolk employee

06

If you were referred for this position by a current City of Norfolk employee, please provide the employee's full name, department, and job title. If not, please indicate by typing "N/A."
07

Please provide an explanation of any periods of unemployment that are 30 days or longer. Indicate N/A if you have not experienced any periods of unemployment.
08

Do you have a valid driver's license?

• Yes
• No

09

Please indicate your veteran status. (A copy of your long form DD-214 may be required)

• I am not a Veteran
• I am a Veteran
• I am a Disabled Veteran

10

Please acknowledge receipt of the following information: - This position is Unclassified and serves at the will of the City Manager.

• I acknowledge receipt of the information above

Required Question