| Purpose: |
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Provides records management consulting services to City departments to ensure compliance with the City's Records Management Ordinance, professional best practices, and all local, state and federal recordkeeping requirements. |
| Duties, Functions and Responsibilities: |
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Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned.
Coordinates, facilitates, and helps develop the City-wide records management program.
2. Analyzes, recommends and implements records and information management requirements and process improvements for existing and new business processes and systems.
3. Participates in the development and implementation of records management policies, standards, and procedures for indexing, classification, retention, disposition, and protection
4. Reviews departmental annual reports, records inventories, and record keeping operations and makes recommendations for improvement.
5. Audits departmental compliance with the City's records management program.
6. Serves on the Records Management Team for assigned departments and acts as single point of contact for records management matters.
7. Develops, maintains, reviews and approves City-wide records control schedules andfile plans.
8. Plans, develops, and presents training programs to all levels of City staff
9. Researches professional best practices, standards, and records management requirements. Performs records management needs assessments for departmental participation in records and information management projects. Prepares recommendations, reports, and summaries as required.
10. Reviews and approves departmental requests to transfer inactive records to the Records Center or destroy records that have met retention requirements.
11. Coordinates, facilitates, and helps develop the City-wide disaster, preservation, and recovery program.
12. Provides mentoring to Department Records Analysts. |
| Responsibilities - Supervisor and/or Leadership Exercised: |
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May provide leadership, training, and mentoring to others.
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| Knowledge, Skills, and Abilities: |
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Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.
- Knowledge of professional records and information management theory, best practices, principles, standards, industry trends, technologies, and compliance requirements. Ability to keep up-to-date with emerging trends and apply this knowledge to daily activities.
- Knowledge of best practices regarding retention schedule development.
- Knowledge of archival issues, trends, and best practices regarding the management of records with historical value.
- Knowledge of best practices regarding disaster planning and business recovery techniques for records. Knowledge of training methodologies and techniques including curriculum development.
- Knowledge of City records and information management practices, policies, and procedures.
- Knowledge of with records management systems and technologies
- Skill in oral and written communication.
- Skill in handling multiple tasks, coordinating support for assigned departments, and prioritizing job duties.
- Skill using computers and standard desktop software applications.
- Skill in data analysis, decision making, and problem solving.
- Skill in planning and organizing.
- Skill in communication, team building, and coaching
- Ability to keep up-to-date with emerging technologies and apply this knowledge to daily activities
- Ability to meet deadlines and communicate the status of projects and assignments
- Ability to train others
- Ability to write formal policy and procedure documentation
- Ability to establish and maintain good working relationships with the public and City employees at all levels. Strong customer service orientation.
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| Minimum Qualifications: |
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- Graduation with a Bachelor’s degree from an accredited college or university with major coursework in a field related to related to the job plus three (3) years of records and information management experience.
Experience may be substituted for education up to a maximum of four (4) years.
- A Master’s degree from an accredited college or university may be substituted for the required experience up to a maximum of two (2) years.
- Certified Records Manager (CRM) designation issued by the Institute of Certified Records Managers may be substituted for the required experience up to a maximum of two (2) years.
- Professional Certifications issued by ARMA International or AIIM may be substituted for a maximum of one (1) year of the required education or experience.
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| Licenses and Certifications Required: |
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- Must have valid Texas Driver’s License.
- Must obtain Certified Records Manager (CRM) designation within six (6) years of employment.
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