Under direction, oversees and coordinates the implementation and administration of the policies, processes, procedures and activities of the city-wide records management program. Implements program goals and objectives; oversees assigned staff and performs a variety of administrative tasks in support of assigned area of responsibility.

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.

Oversee and coordinate the activities of a records management program, including the retention and maintenance of records. 

Recommend and assist in the implementation of goals and objectives; establish schedules and methods for providing assigned records management program services; develop, implement and administer policies and procedures. 

Monitor program effectiveness and performance; recommend and implement modifications to systems and procedures; develop reports concerning new or ongoing program activities. 

Design, coordinate, and facilitate citywide program training. 

Develop and build effective working relationships with organizational staff to work cooperatively and collaboratively to achieve results; provide excellent internal and external customer service. 

Participate in selecting, training, motivating, and evaluating assigned staff; coach and develop staff; work with employees to correct deficiencies; initiate disciplinary procedures as appropriate. 

Ensure proper operation and schedule maintenance of assigned office equipment including scanners, copy machines, printers and microfilm/microfiche machines. 

Ensure adherence to safe work practices and procedures. 

Maintain appropriate financial records and prepare state and federally mandated reports; prepare statistical reports as required. 

Participate in maintaining sound city-wide records management policies and procedures; evaluate current records retention schedules; recommend and implement a plan to update and establish new retention schedules for all departments. 

Serve as a liaison between assigned department or division and other city departments regarding interpretation of records management policies, procedures, retention schedules, public records processes and other related laws.  Provide assistance to employees regarding records management issues. 

Develop, implement, maintain, evaluate and revise a handbook of records management processes and procedures; advise and respond to managers, supervisors and employees regarding the records management program; schedule and facilitate meetings to review policies and procedures and retention schedules. 

Participate in the preparation and administration of assigned budget; submit budget recommendations; monitor expenditures. 

Respond to requests and inquiries from the general public; provide information regarding assigned records management program area. 

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:
Basic operations, services and activities of the records management program to which assigned.
Methods and techniques of planning, organizing, implementing, and coordinating assigned records program.
Principles and practices of records program development and implementation.
Program content for specialized records management training activities.
Techniques used in verbal and written communication.
Principles, practices and techniques for effective interpersonal relations and customer services practices.
Basic methodology of organizing groups and programs.
Office procedures, methods, and using and maintain in office equipment including computers.
Principles of business letter writing and basic report preparation.
Principles and practices of fiscal, statistical, and administrative research and report preparation.
Basic principles of municipal budget preparation and control.
Basic principles of supervision, training, and performance evaluation.
Appropriate safety precautions and procedures within the area of assignment.
Pertinent federal, state and local laws, codes and regulations.

Ability to:
Coordinate and direct assigned records programs.
Develop, coordinate, organize, and conduct records management program training.
Select, train, supervise, coordinate and evaluate staff.
Recommend and implement program goals and objectives.
Elicit organizational support for records programs.
Interpret and explain City policies and procedures.
Allocate limited resources in a cost-effective manner.
Respond to requests and inquiries from the general public.
Assist in the preparation and administration of the program budget.
Operate office equipment including computers.
Maintain program related records, statistics, and documents.
Prepare clear and concise schedules and reports.
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 verbally 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:
Completion of a high school diploma or the equivalent.

Experience:
Two years of increasingly responsible experience supporting records management operations of a records program including one year of administrative responsibility.
 
License or Certificate:
Possession of an appropriate, valid driver's license.

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, reach, and twist; to lift, carry, push, and/or pull up to 25 pounds; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to travel to other locations using various modes of private and commercial transportation; and to verbally communicate to exchange information.

Local 39 Supervisory
GS24
Last Update: 8/2019
JD 11/2018