Records Specialist Full Time NEW

Description

Job Summary:

The Development Services Department is seeking a detail-oriented and highly organized Records Specialist to manage and maintain departmental records. This position is responsible for organizing, storing, retrieving, and tracking both electronic and paper records to ensure accuracy, accessibility, and compliance with record retention requirements. The ideal candidate will possess strong organizational and research skills, excellent attention to detail, and familiarity with open records request processes. This role supports the effective preservation, management, and accessibility of critical department records.

Under the direction of the Administrative Supervisor, the Records Specialist is responsible for managing and maintaining Development Services’ permanent and active records in accordance with the City’s record retention policies. This role organizes, preserves, and tracks critical documents from the Building and Current Planning Divisions—including permits, plans, zoning, and development records—to ensure regulatory compliance, historical preservation, and public accessibility. The position oversees daily records management within the City’s retention system, inventories archived materials (including off-site storage) and identifies records eligible for retention or destruction per policy. Additionally, the role serves as the department’s primary contact for Colorado Open Records Act (CORA) requests, coordinating the timely retrieval and delivery of public records.

The salary range for this position is $20.97 – $28.32 per hour with a hiring range of $20.97 – $24.64, depending on qualifications and experience. This opportunity will be available to applicants until Monday, May 18, 2026, at 12:00 P.M. M.S.T.

A current resume is required, and a cover letter is preferred.

Work Where You Live, Thrive Where You Work.

Our office is located in the heart of downtown Loveland, just a short walk from an array of local attractions—including restaurants, brew pubs, unique shops, the Chilson Recreation Center, the public library, and the Loveland Museum. A nearby trail connects to a variety of recreational and open space amenities.

We take pride in supporting work-life balance and offer a comprehensive benefits package, along with ample opportunities for growth and professional development. Join our team and help shape the future of a city that values your work—and your well-being.

Apply today to join more than 800 employees who work to meet the core values of:

• Accountability & Integrity
• Transparency & Honoring the Public Trust
• Collaboration, Innovation
• Safety
• Excellent Service with Courtesy and Kindness.

Please view our video Working at Loveland to learn more about our exceptional Loveland community and the benefits of working for the City.

Essential Functions

• Process, validate, scan, store, and index documents into the City’s permanent record retention system, including building permits, plans, certificates of occupancy, development plats, site plans, and development agreements.
• Maintain and organize electronic and paper records, including related files, spreadsheets, and databases used to track records.
• Develop, implement, and maintain records management systems, classification standards, and retention practices in compliance with Colorado Revised Statutes, Loveland Municipal Code, and City policies.
• Coordinate with the City Clerk’s Office regarding document retention, destruction schedules, and compliance with the Colorado Open Records Act (CORA), and City-wide policies.
• Coordinate and process departmental open records requests; research and retrieve records in response to requests from the public, staff, and other agencies via phone, email, mail, and in person.
• Research, record, and track Development Services documents filed with the Larimer County Clerk and Recorder as needed.
• Maintain the security and integrity of records and perform regular backups to ensure data preservation.
• Assist with digitization efforts, archival organization, and the identification and disposal of outdated records in accordance with retention schedules.
• Provide records and documentation to support internal and external audits.

Other Job Functions

• Provide customer service support at the front counter as needed.
• Complete special reports and major projects as related to records functions.
• Assist with the continual review and update of the Standard Operating Procedures Manual.
• Performs other duties as assigned.

Job Level And Management Expectations

• There are no supervisor/management expectations for this role.

Qualifications

Education:

• Required: High School or GED.

Experience

• Required: 2 Years of experience with administrative and customer service experience, preferably in document management.
• Proficiency in MS Office, Word, Excel, and Outlook.

Knowledge, Skills, And Abilities

• Knowledge of computers and general computer applications, with proficient skills in learning new software programs.
• Excellent customer service and phone skills.
• Must have a good knowledge of standard office procedures/methods.
• Must have the ability to handle multiple tasks simultaneously, think logically and solve problems, work well under pressure, and prioritize assignments to meet deadlines.
• Must be able to develop and maintain effective, cooperative, friendly, and professional working relationships, using superior oral and written communication skills, with City employees and the public.
• Must be capable of discerning when confidentiality is required and maintain confidentiality.

Physical Demands And Working Conditions

• Frequent: Minimal physical effort typically found in clerical work. Primarily sedentary, may occasionally lift and carry light objects. Walking and/or standing as needed and minimal.
• Frequent: Light to moderate physical effort that includes frequent standing or walking or maintaining arms and hands in the same position for repetitive tasks. Frequently works with light objects and light hand tools.
• Occasional: Moderate to considerable physical effort that includes working from ladders in awkward positions. Frequent use of light or medium weight objects (e.g., 25-50 lbs) and use of medium weight tools.
• Occasional: Strenuous to extreme physical effort that includes frequent use of heavy objects (e.g., 50+ pounds) and may also use heavy tools or require strenuous application in awkward positions.

Working Environment

• Frequent: Exposure to routine office noise and equipment.
• Occasional: Exposure to hazards typically found in general office environments where there is rarely to no exposure to injury or accident.

This job description is not designed to contain a comprehensive listing of activities, duties or responsibilities that are required of the employee.

A vibrant community, surrounded by natural beauty, where you belong!

Benefit Eligible Benefits Package Includes

• Two (2) Medical plans, Dental, Vision (for self/ spouse/ children)
• A Dedicated, exclusive Employee Health and Wellness Center
• Discounted Chilson Center passes
• Paid vacation, holidays, floating holidays, and medical leave
• Flexible spending including Dependent Care
• Life Insurance, AD&D, Short-term and Long-term disability, and voluntary Critical Illness Coverage
• Retirement 401a, 457, Roth (pre-& post tax) and company match
• A Comprehensive Employee Assistance Program
• Voluntary 529 College Invest program
• Tuition Reimbursement
• Employee Referral Program
• Personal and Professional Development opportunities
• Employee Recognition Program
• Exceptional work-life balance
• Market based pay & regular performance reviews
• Local Government employment is eligible for Public Loan Forgiveness Program

Reasonable accommodation will be made to enable qualified individuals with disabilities to perform the essential functions.

City of Loveland job descriptions are designed to describe the general nature and level of work necessary to perform well in the job; they are not intended to provide an exhaustive list of responsibilities, skills, and qualifications. City of Loveland job descriptions may be updated periodically, and additional activities, duties or responsibilities may be assigned by management as deemed appropriate.

The City of Loveland provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, national origin, sex, sexual orientation, gender identity, disability, genetic information, age, or any other status protected under federal, state, and/or local law.

The City of Loveland participates in E-Verify. In accordance with E-Verify requirements, upon your date of hire the City of Loveland will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. E-Verify Notice of Participation. Learn more about your right to work. Visit E-Verify.gov for more information.

Hybrid Remote Work Eligibility

This position may be eligible for up to two days per week working remotely. Probationary employees (within the first six months of employment) may not be eligible. Subject to change based on business needs and performance expectations.

Employment offers will be conditional on the successful completion of a criminal history background check.