Under administrative direction, directs, manages, supervises, and coordinates the activities and operations of the Records Management Division within the City Clerk's Office including to service current City needs and establish future strategic directions for City-wide records management services; develops, deploys, and manages overall strategies, retention policies, media management, transfer, storage, maintenance, and disposal of public records; coordinates assigned activities with other divisions, departments, and outside agencies; and provides highly responsible and complex administrative support to the City Clerk.

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

Assume management responsibility for assigned services and activities of the Records Management Division including electronic records system consulting, technical administration, implementation, and maintenance, media conversion, hard copy transfer, storage, and retrieval, and disposal of public records.

Manage and participate in the development and implementation of goals, objectives, policies, and priorities for assigned programs; develops, deploys, and manages overall records and information management strategies; recommend and administer policies and procedures including the development and maintenance of record retention policies.

Monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; recommend, within departmental policy, appropriate service and staffing levels.

Plan, direct, coordinate, and review the work plan for records and information management program staff; assign work activities, projects, and programs; review and evaluate work products, methods, and procedures; meet with staff to identify and resolve problems.

Select, train, motivate, and evaluate assigned personnel; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline and termination procedures.

Oversee and participate in the development and administration of the Division's annual budget; participate in the forecast of funds needed for staffing, equipment, materials, and supplies; monitor and approve expenditures; implement adjustments.

Ensure records and information management functions are performed in compliance with legal requirements regarding utilization, retention, preservation, and disposition functions.

Serve as the liaison for the Records Management Division with other divisions, departments, and outside agencies; respond to questions and inquiries regarding records maintenance programs; negotiate and resolve sensitive and controversial issues.

Advise and assist departmental and City staff in determining records and information management needs.

Introduce new records management programs and services to staff members; investigate and take action regarding special requests, suggestions, or complaints.

Serve as staff on a variety of boards, commissions, and committees including the City RIM committee; prepare and present staff reports and other necessary correspondence.

Provide responsible staff assistance to the City Clerk; conduct a variety of organizational studies, investigations, and operational studies; recommend modifications to records and information management programs, policies, and procedures as appropriate.

Attend and participate in professional group meetings; maintain awareness of new trends and developments in the field of records and information management; incorporate new developments as appropriate.

Respond to and resolve difficult and sensitive inquiries and complaints.

Perform related duties as required.

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:
Operational characteristics, services, and activities of a records and information management program.
Procedures and legal requirements necessary to maintain, archive, preserve, and protect municipal records.
Principles, practices, and procedures of automated and manual records management, retrieval, and storage including micrographics, electronic imaging, automated information retrieval systems, and computer systems related to maintaining municipal records.
Principles and practices used in the development of records retention schedules.
Organization and function of City government.
Operational characteristics of a variety of records management equipment.
Office procedures, methods, and equipment including computers and applicable software applications.
Principles and practices of program development and administration.
Principles and practices of municipal budget preparation and administration.
Principles of supervision, training and performance evaluation.
Pertinent federal, state, and local laws, codes, and regulations governing the utilization, retention, preservation, and disposition of City records.
Principles of customer service.

Ability to:
Oversee and participate in the management of a comprehensive records and information management program.
Participate in the development and administration of division goals, objectives, and procedures.
Identify, develop, and implement records management programs to meet organizational needs.
Oversee, direct, and coordinate the work of lower level staff.
Select, supervise, train, and evaluate staff.
Prepare and administer large program budgets.
Prepare clear and concise administrative and financial reports.
Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.
Research, analyze, and evaluate new service delivery methods and techniques.
Respond to questions and inquiries regarding records maintenance programs.
Advise and assist City staff in determining records management needs.
Inspect facilities and associated equipment to ensure safety and proper maintenance.
Coordinate preventive maintenance programs for related records management equipment.
Interpret and apply federal, state, and local policies, laws, and regulations.
Ensure records maintenance functions are in compliance with applicable retention and disposition rules and regulations.
Maintain working knowledge of current and emerging technology related to assigned area.
Work in a team based environment to achieve common goals.
Coordinate multiple projects and complex tasks simultaneously.
Meet the physical requirements to safely and effectively perform the assigned duties.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training:
A Bachelor's degree from an accredited college or university with major course work in records management, information management, public administration, business administration, or a related field.
Experience:
Six years of increasingly responsible professional experience in a comprehensive automated records management program including two years of administrative and supervisory responsibility.

License or Certificate:
Possession of an appropriate, valid driver's license.
Designation as a Certified Records Manager is highly desirable.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Work is performed primarily in a standard office setting with some travel to different sites and locations.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

Last Update: 03/2019
JD 11/2018