Temporary Administrative Records Specialist

Posting number: 2026-00664

Department: Temporary

Job classification: Administrative Support Specialist

Posting type: Open

Categories: Administrative Assistant, Planning and Development, Records Management

Summary

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Planning & Development is seeking two temporary, part-time employees to help prepare the department for its move to the new City Hall in 2027. There is significant work to be completed over the next several months to review, organize, consolidate, inventory, digitize, and prepare departmental materials and records for the move.

These positions will work closely with the department’s Business Operations and Records teams and will provide support in two primary areas:

Move & Operational Support: You’ll help us take stock of what we currently have and determine what needs to be prepared for the move. This may include reviewing storage areas throughout the department, documenting materials and their ownership, inventorying artwork and other items, consolidating office supplies, organizing shared spaces, identifying items that may need to be relocated or disposed of, and assisting with other move-related projects as they arise.

Records & Document Support: You’ll also help prepare the department’s physical records for the transition. This may include organizing and scanning documents, consolidating and scanning maps and flat files, cataloging records, preparing permanent records for off-site storage, performing basic quality checks, and helping the Records team reduce the amount of paper that needs to be moved to the new building.

Because this is a move impacting a large portion of the City organization, the work will change as the project progresses and new direction is received. Both temporary employees should be comfortable moving between different assignments and helping wherever additional support is needed. This position is not expected to physically move items to the new City Hall.

About You:
You’re organized, dependable, and comfortable working with both technology and physical materials. You can work through detailed information, keep track of what you’re doing, and learn new systems or processes without needing everything to be familiar on day one.

You also don’t mind getting up from the computer and getting hands-on. One day may involve scanning and cataloging records, while another may involve inventorying a storage area, consolidating supplies, labeling boxes, or helping organize materials for relocation. You should be comfortable switching between those types of tasks and able to lift and move items weighing up to 30–50 pounds.

You’ll be a good fit if you pay attention to details, communicate when something doesn’t look right, can work independently once given direction, and are willing to jump in where needed as the department prepares for the move.

About Us:
The City of Raleigh Planning & Development Department works to guide the growth and development of Raleigh while providing services to residents, businesses, property owners, and the development community.

As the City prepares to move into the new City Hall in 2027, Planning & Development is preparing its records, materials, supplies, and workspaces for the transition. We are seeking two temporary, part-time employees to join our team and provide dedicated support for this effort.

This is a great opportunity for someone who enjoys organizing, working with technology, solving problems, and seeing the results of their work as part of a large department-wide project.

This is a part-time, temporary position not to exceed 1,000 worked per year.

Examples of duties

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

No two days will necessarily look the same as we prepare for the move. You may spend part of your time working with electronic records and the rest organizing materials or inventorying a storage area. Key responsibilities include:

• Review and inventory materials throughout departmental storage and work areas to help identify, organize, and prepare items for relocation, storage, or disposition
• Organize, catalog, scan, and perform basic quality checks of physical and electronic records, including documents, maps, and other departmental files
• Assist with preparing permanent records for off-site storage, including cataloging, labeling, and boxing materials.
• Consolidate and inventory office supplies, artwork, shared materials, and other departmental property in preparation for the move
• Maintain accurate inventories, spreadsheets, tracking logs, labels, and other documentation using computers and common office technology
• Physically move boxes of records and or/non-records items to storage landing areas
• Provide clerical and technical support related to the receipt, review, processing, retrieval, storage and/or disposition of official records, documents, data, and information
• Provide general administrative, records, and hands-on logistical support to the Records team, Business Operations team, and Departmental Move Liaisons as needs arise throughout the relocation project

Qualifications

Education and Experience:

High school diploma or GED equivalency; 1 to 3 years’ experience in administrative support, office support, records, or related field

OR

Any equivalent combination of training and/or experience that provides the required knowledge, skills and abilities may be substituted.

Preferred Qualifications:
Experience with document scanning, data entry, inventory, records or file organization, administrative support, Microsoft Office applications, or similar work involving the organization and tracking of information or materials.

Supplemental information

Knowledge, Skills and Abilities:

• Comfortable using computers and common office technology, including Microsoft Office applications, spreadsheets, scanners, and electronic files, with the ability to learn new systems and processes
• Strong organizational skills and attention to detail when reviewing, cataloging, scanning, inventorying, or tracking records and materials
• Ability to follow established procedures, maintain accurate information, recognize discrepancies, and ask questions when additional guidance is needed
• Ability to manage multiple assignments, adjust as priorities change, and work independently after receiving direction
• Ability to communicate and work effectively with employees across different teams and work areas
• Ability to perform a combination of computer-based and physical work, including standing, bending, reaching, packing, organizing, and lifting or moving materials weighing up to 30–50 pounds, with or without reasonable accommodation

ADA and Other Requirements:

Work Environment and Physical Effort:
Sedentary: Exerting up to 10 pounds of force occasionally, a negligible amount of forcefrequently, and/or constantly having to lift, carry, push, pull, or otherwise move objects, including the human body.

Work Environment:
Work is typically performed in an office or similar indoor environment.

Work Exposures:
Work in this position does not require frequent environmental exposures. Employees may occasionally be exposed to Individuals who are hostile or irate.

City of Raleigh is an Equal Employment Opportunity (EEO) employer. Accommodations for individuals with disabilities are provided upon request.