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Records Specialist I/II

The City Clerk’s Department is seeking a strategic, independent, and knowledgeable individual to fill a Records Specialist I position. This is a unique opportunity for the right candidate to grow a public records management program in a changing technological environment. The incumbent will work within a strong team environment to develop and implement City-wide records management and public records request processes and improve upon existing processes.

 

We are looking for someone to

 

Records Specialist I:
  • Coordinate and oversee all phases of records management with emphasis on quality control, including receiving, processing, maintaining, researching, retrieving and controlling records, and perform data entry for the records management indexing and retrieval system; establish and maintain user-friendly structure for the Digitized Document Imaging Program; develop and maintain operational procedures for all aspects of records management; schedule, maintain, and coordinate records transfer with City departments.
  • Prepare records for imaging and/or storage through review process relative to vital, historical and/or archival retention requirements; merge files from various departments and eliminate transitory and duplicate documentation.
  • Assist City Clerk/Assistant City Clerk in developing, implementing, and maintaining the City-wide records retention schedule; prepare reports for the City Clerk relative to records retention and management; and review, interpret and implement guideline/policy and legal regulations as required.
  • Analyze and evaluate records equipment; stay abreast of technology and advances related to records management needs; participate in the evaluation, selection and proposal analyses of vendors for outsourced services; coordinate outsourcing of large format maps/plans; negotiate and monitor service contracts.
  • Coordinate off-site Records Center activities, including records disposition and disposal.  Evaluate and identify vital records at off-site storage facility to reduce rented space and storage costs. 

Records Specialist II:
  • Analyze and evaluate records equipment; stay abreast of technology and advances related to records management needs; participate in the evaluation, selection and proposal analyses of vendors for preparation of outsourced services; negotiate and monitor service contracts.
  • Coordinate off-site Records Center activities, including records disposition and disposal.  Evaluate and identify vital records at off-site storage facility to reduce rented space and storage costs. 
  • Serve as overall resource for Records Management program for staff and the general public.  Provide instruction to departments/staff regarding processing and researching records.
  • Prepare and maintain monthly reports necessary for budget preparation and control; assist with development of Records Management budget.
  • Assign and oversee the work of assigned employees.
  • Manage all phases of the city-wide response to the Public Records Act; maintain an information tracking log, documentation, and statistics to substantiate compliance; administer the City-wide email archive system for search queries and retention purposes; conduct complex technical search queries across a variety of technology platforms; provide training on public records compliance and advises City employees, and  elected and appointed officials regarding the requirements of the Public Records Act and City practice when maintaining and releasing records; assist the City Attorney in establishing and maintaining legal holds and collect records in response to litigation and discovery requests.

 

Qualifications we're looking for

 

  • Knowledge of records management principles, practices and procedures
  • Knowledge of federal and state laws/regulations relating to records retention and disposition
  • Knowledge of techniques, equipment, and supplies used in a records management program
  • Knowledge of digitized imaging operation, equipment and procedures
  • Knowledge of general office practices and procedures, personal computer and related software, including word processing and spreadsheets
  • Ability to Interact effectively with the public and other employees
  • Ability to understand, interpret, and apply City procedures and policies in the Records Management area
  • Ability to perform responsible and difficult technical work with accuracy and minimum of supervision; identify problems, evaluate alternatives and make logical decisions
  • Ability to accurately make mathematical or statistical calculations

Experience, Education & Special Requirements:
Any combination of training and experience that provides the required knowledge, skills, and abilities is qualifying.


What to expect from the Application and Exam Process

 

You will receive notifications pertaining to this recruitment at the e-mail address and text message number provided on your application. Email correspondence may go to your spam or junk mail folder.

Examination Process: An online written examination will be administered. This recruitment will establish an eligibility list and may be used to fill current and future vacancies. 

Selection Process: Final appointment is contingent upon:
  • Positive past employment references
  • Passing a city paid fingerprint criminal check (applicants 18 and older)
  • Passing of a pre-employment medical exam and drug and alcohol screening test
Veteran's Credit: Applicants who attach a copy of the DD-214 to their application indicating "Honorable Discharge" from military service and receive a passing score on the examination process will have two (2) additional points added to their final examination score.
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