Technician, Records

Under general supervision, performs a wide variety of general and specialized office support, and technical work in support of the operations of the Department of Permits, Licenses, and Inspections. Processes a large volume of routine and complex transactions in receiving and accounting for cash and negotiable instruments; collects, indexes, processes, maintains, retrieves, copies, and distributes data and information. Performs a variety of record keeping functions. Assists the public using various communication channels, and provides other support and assistance to other functions and activities of the department.

Department:  Permits, Licenses & Inspections

Salary:  $43,944  per year.

Posting Type: Announcement/Bid

Union: This position is included in the American Federation of State, County, and Municipal Employees, Local 2719 bargaining unit and will be filled in accordance with the provisions of the Collective Bargaining Agreement.

Civil Service Classification:  Non-Competitive

General Application 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 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. 
• Due to the City of Pittsburgh's COVID-19 vaccine mandate, the City of Pittsburgh requires all employees to be vaccinated against COVID-19.

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 one (1) year of full-time experience in accounting, bookkeeping, large volume cash handling (e.g., bank teller) or posting and maintaining financial records.  (Less than full-time experience will be calculated on a pro-rated basis.)
• EDUCATION/TRAINING: The application must clearly show a High School Diploma or GED equivalency.  (See NOTE under the General Application Requirements Section above regarding the verification of education/training).
• EQUIVALENCY:  Education/training may be substituted for work experience 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 one (1) year.  (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.

• Performs a wide variety of technical and clerical duties in support of departmental operations, including those related to collecting, indexing, processing, maintaining, retrieving, and distributing departmental data and information.
• Handles a large volume of routine and complex transactions involving receiving, counting, balancing, reporting, and accounting for cash and negotiable instruments; settles register and/or accounts daily, posts settlements daily on appropriate forms and processes deposit confirmation from banking institutions; prepares deposits for transport; ensures security of all cash and negotiable instruments received.
• Interacts extensively with the public and provides information regarding rules and regulations, which govern cash transactions, citation appeal process, time deadlines, payment procedures, ticketing and licensing procedures.
• Processes and distributes receipted bills, licenses, etc.
• Operates business machines (e.g., cash register, check endorser, validating machine, adding machine, PC and peripheral equipment, calculator, copier, fax, etc.) and departmental specific software.
• Enters, maintains, and retrieves data, reports, and information into and from a variety of automated records systems, including OnBase, Accela, Posse, and other related programs.
• Assists, provides information, and responds to questions and concerns from the general public, departmental staff, and other agencies by various communication channels; responds to public inquiries for information regarding department matters; ensures that the release of records follows state, federal, and local laws; prepares and processes Right-to-Know requests and related documentation for submittal to the Law Office.  
• Implements and maintains department file and record management systems and programs, including organization, destruction, and transformation to digital imaging; audits digital records to ensure clarity and accuracy; scans documents and uploads into an electronic database.
• Types correspondence, reports, forms, statements, and other specialized documents from drafts, notes, dictated tapes, or brief instructions; composes letters and other documents as necessary.
• Performs a review of department reports; may conduct comparative statistical analysis of computer-generated reports to ensure accuracy of information; may prepare requested reports.
• Provides training and/or technical assistance to, and directs and verifies the work of, clerical personnel.
• Performs activities and functions of related personnel and other related tasks and duties as assigned or required.