City Records Management Specialist

The City Records Management Specialist supports and administers city-wide official public records. Ensures operational practices and compliance according to state and local laws and policies. Tracks and compiles record data through hard copies and computerized databases for Records Management analysis. This position works under general supervision.

Essential Functions

• Manages the organization, preservation, and protection of city-wide records in accordance with state and city regulations and the development of organizational policies, standards, and processes that reflect best practices. Develops and documents standard operating procedures (SOPs) and develops knowledge base content for other city-wide users.
• Oversees paper and electronic records indexed into the electronic content management system and for the city’s Records Management, retrieval, retention, and destruction processes. Creates, manages, and assists departments with records retention and disposition schedules, document types, taxonomy, and keyword metadata in the Records Management system. Ensures proper inventory control of archived records. Develops and conducts training for education and outreach in all aspects of city-wide Records Management. Coordinates with the Information Technology department to manage user security privileges. Oversees contracts and maintenance for secure and controlled storage facilities.
• Compiles data, prepares statistical and narrative reports, and analyzes Records Management workflow. Creates periodic and detailed reports to analyze record workloads, progress, and archive inventories. Works to preserve and catalog historical collections and records in coordination with the Arts and History Department.
• Coordinates with the public and individual departments to retrieve records from the records center and other record management systems. Monitors and balances document tracking. Receives, monitors, processes, and analyzes all departmental and citywide public information requests. Leads various records-related committees, provides advice and recommendations, and serves as a technical expert on paper and electronic Records Management issues to ensure city-wide compliance.
• Reconciles the city clerks' daily deposits, web payments, petty cash, credit card, and cash transactions. Identifies overages or shortages and adjusts accounts accordingly. Enters data into the city's accounting system and deposits funds with the city treasurer. Works with confidential and sensitive information.
• Provides administrative backup support to the Boise City Council and primary support to legislative bodies. Develops, creates, reviews, and approves the compilation and distribution of city council, boards, and other commission or agency documentation, agendas, and records and publishes minutes, resolutions, and public hearing notices. Gathers appropriate and necessary signatures, records and notifies taxing districts, and generates final executed contracts and documents.
• Performs other duties as assigned. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this position at any time.

Requirements

Required Knowledge, Experience, And Training
High school diploma or equivalent and four years of progressively responsible experience in Records Management in a lead role, or an equivalent combination of education and/or experience.

Knowledge of:

• general office practices and procedures, filing systems, and office etiquette
• local, state, and federal records requirements
• research methods
• computer usage including related software
• record management and archival collection practices.

Ability to:

• determine data requirements to organize and compile information from various sources
• interpret laws, ordinances, regulations, rules, and established policies
• work without close supervision
• develop and maintain effective working relationships with City employees and the general public
• communicate effectively in the English language at a level necessary for efficient job performance
• perform all essential functions as assigned by an authorized employee, supervisor and/or manager with or without a reasonable accommodation.

Individuals must be capable of operating vehicles safely and have an acceptable driving record.

Preferred Knowledge, Experience, And Training
Bachelor’s degree in a related area and five years of city government Records Management at a lead level.

Licensing And Other Requirements

Valid state-issued driver’s license.

Special Requirements
Applicants must be able to pass:

City of Boise background check processes which includes a criminal history check and reference checks in accordance with the City of Boise Hiring Process Regulation

Credit History Check

Driving Record Check

Criminal Justice Information System background check (CJIS)

Job Type: Full-time

Pay: $20.00 - $22.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Disability insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance
• Wellness program

Schedule:

• Monday to Friday

Ability to Relocate:

• Boise, ID: Relocate before starting work (Required)

Work Location: In person