Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.
DEFINITION
Develop, implement and maintain complex organizational records systems; administer or oversee the processing, storing, retrieval, retention, disposal and protection of a variety of governmental or confidential records; manage and configure computerized database systems.
JOB CLASSIFICATION
Exempt, Non-Safety Sensitive.
SUPERVISION RECEIVED AND EXERCISED
Receives direction from the City Clerk.
PRIMARY DUTIES--The following are examples of primary duties assigned to positions in this classification. Other related duties and responsibilities may be assigned.
1. Coordinate the development and operation of the City’s records management program; analyze records management needs of the organization; develop policies, procedures, and processes for managing and preserving both paper and electronic records and information.
2. Develop record retention and disposition schedules ensuring storage and protection of the City’s records and compliance with all statutes, policies and procedures; develop long-range plans for record retention, storage, and disposition. Obtain State Archivist’s approval for exceptions to the Colorado Municipal Records Retention Schedule as needed.
3. Administer the City’s record management system for both manual and electronic records, including indexing systems; prioritize issues for resolution; test and debug programs; ensure record accessibility, security, disposition, and other generally accepted recordkeeping principles; in partnership with IT, work with vendors on system upgrades and resolve system malfunctions or operational issues; research and recommend equipment needs to streamline operations; keep current on all laws, regulations, and best practices regarding same.
4. Manage quality control of data in the electronic document and records management system and validate data accuracy; consult with users and departments and implement necessary modifications to system function and design.
5. Work with the Information Technology Division to identify integration and operations issues related with computer hardware and software applications associated with records and information management operations.
6. Develop curriculum and provide training on records management policies and practices and end-user training on the electronic document and records management system; maintain a visible role as a knowledgeable resource to provide guidance and assistance in answering questions and resolving issues related to records management.
7. Lead a task force to assist in developing and implementing policies, procedures, and processes related to records storage, protection, retention and accessibility and disposal; keep current on all laws and regulations regarding open records, records retention, and destruction; research and recommend changes to processes.
8. Respond to open records requests; assist the public in locating and accessing public records or work with City staff in responding to public records and information requests; coordinate response to complex requests with City Attorney.
9. Prepare a variety of reports and presentations on records management operations.
10. As a member of the City Clerk’s Office, provide backup assistance to citizens, visitors, and City staff as needed, both in person and via telephone.
11. Perform other duties of a similar nature or level.
QUALIFICATIONS
Knowledge of:
Principles and best practices of records/information management.
Records management technology.
Project management and scheduling concepts and practices.
Theories and controls related to confidentiality of records.
Customer Service procedures and principles.
Organizational and management practices as applied to the analysis and evaluation of programs, policies, and operational needs.
Modern office technology and equipment, including computers and related software applications.
Applicable tools and equipment operations.
Applicable Federal, State and local codes, laws and regulations.
Teaching methods and techniques, both one-on-one and in classroom environments.
Ability to:
Interpret and apply applicable laws.
Understand and adhere to safety rules, operating and maintenance instructions and procedures manuals.
Identify and analyze City record/information management needs and requirements.
Comply with Payment Card Industry (PCI) standards for handling and securing payment card information.
Organize and manage multiple and complex tasks.
Operate and use modern office equipment including computer and various software applications.
Respond to requests and inquiries from the general public and City employees.
Operate a variety of specialty equipment including software applications related to records management.
Work independently.
Maintain confidentiality and understand and apply City and departmental policies.
Maintain large amounts of data in an efficient and orderly manner.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Speak, read, comprehend, and write the English language fluently.
Experience and Training Guidelines
Minimum Requirements:
Experience:
Five (5) years of increasingly responsible experience in records management.
Training:
High School Diploma or G.E.D. supplemented by college level course work in public administration, business administration, or a related field.
Other combinations of experience and education that meet the minimum requirements may be substituted.
License or Certificate
Possession of, or ability to obtain, Certified Records Manager certification issued by the Institute of Certified Records Managers (ICRM) or a records-related certificate issued by the Association for Imaging and Information Management (AIIM) or similar certification.
Possession of, or ability to obtain, the City of Grand Junction Leadership Track certification within two (2) years of appointment.
WORKING CONDITIONS
Environmental Conditions:
The job is performed in the following working environment:
Office environment; exposure to computer screens.
Physical Conditions:
The job is characterized by:
Light Work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work.
The following physical activities are very or extremely important in accomplishing the job’s purpose and/or performed on a daily basis:
While performing the duties of this job, the employee is required to sit, stand, walk, stoop, kneel, see, demonstrate manual dexterity, and balance for prolonged periods. The employee is regularly required to perform light and medium lifting (more than 25 pounds).