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
Perform diverse technical tasks to support the City`s Records Management Program, including administrative, technical and customer service duties for records, meetings, Colorado Open Records Act (CORA) requests, elections, and general office administration; collaborate with City departments to ensure proper record retention and maintenance.
JOB CLASSIFICATION
Exempt, Non-Safety Sensitive.
SUPERVISION RECEIVED AND EXERCISED
Receives direct supervision from the City Records Manager.
PRIMARY DUTIES--The following are examples of primary duties assigned to positions in this classification. Other related duties and responsibilities may be assigned.
1. Administer and maintain the City`s record management plan and program; provide staff training and technical support for records management software platforms; assist departments with system use, troubleshoot issues, and ensure consistent application of records classification, retention, and accessibility standards.
2. Review, organize, and inventory electronic and physical records stored on-site and off-site; maintain electronic databases and tracking systems; coordinate approved records disposition and destruction; scan, label, index, and file records in accordance with content, classification standards, and record type.
3. Respond to inquiries; research information and assist residents and City staff; provide guidance and support to departments on records management practices and procedures; assist with processing Colorado Open Records Act (CORA) requests; utilize applicable requirements, retrieve responsive records, and ensure timely, compliant responses.
4. Maintain and regularly update departmental website content to ensure accuracy, relevance, and positive user experience.
5. Assist with maintaining the automated and manual records management program; retrieve and store records according to established procedures and policies; maintain administrative files including historical legal documents, resolutions, ordinances, agreements, deeds, and annexations; record documents as required.
6. Perform a variety of clerical functions; research, compile, review, and maintain data for various reports, projects, and tracking charts.
7. Perform notary service for City documents; certify copies of official records; attest signatures.
8. Ensure records accessibility and compliance with the Americans with Disabilities Act (ADA) guidelines and Colorado accessibility requirements; provide support, accommodations, and accessible formats as required.
9. Perform other duties of a similar nature or level.
QUALIFICATIONS
Knowledge of:
Record management and retention.
Modern office procedures, methods and computer equipment and software.
Customer service procedures and principles.
Host virtual meetings.
Automated records management systems.
Knowledge of City departments/divisions, services and operations.
Principles of business letter writing and basic report preparation.
Principles and procedures of record keeping.
English usage, spelling, grammar and punctuation.
Applicable Federal, State and local codes, laws and regulations.
Ability to:
Perform professional and technical records management and retention projects.
Establish and maintain effective working relationships with those contacted in the course of work.
Plan, organize, and be detail-oriented.
Problem-solve and analyze situations carefully.
Prioritize and manage time effectively.
Comply with Payment Card Industry (PCI) standards for handling and securing payment card information.
Compile and maintain complex and extensive records and prepare reports.
Type at a speed necessary for successful job performance.
Respond to requests and inquiries from the general public.
Work independently in the absence of supervision.
Understand and follow oral and written instructions.
Communicate clearly and concisely, both orally and in writing.
Maintain confidentiality.
Establish and maintain accurate records, logs, and files.
Speak, read, comprehend, and write the English language fluently.
Experience and Training Guidelines
Minimum Requirements:
Experience:
Two (2) years of experience in administrative office support, experience and knowledge of records management.
Training:
High School Diploma or G.E.D.; supplemented by administrative support.
Other combinations of experience and education that meet the minimum requirements may be substituted.
License or Certificate
Possession of, or ability to obtain, a valid Colorado driver’s license.
Possession of, or ability to obtain, Notary Public Commission.
Possession of, or ability to obtain, ARMA Certified Records Analyst (CRA) and/or Certified Records Manager (CRM) certifications.
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:
Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
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 regularly required to sit, use repetitive motion, demonstrate manual dexterity, talk, hear, and see. The employee is also required to perform light lifting.