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Records Management Specialist - GC0942 - CITY MANAGER-ADMINISTRATIONCity of Denton Job Description Title: Records Management Specialist Position ID: GC0942-103001 Department/Division: City Manager’s Office Reports to: City Secretary FLSA Designation: Non-Exempt Safety Sensitive: No DOT: No Definition: Responsible for assisting with oversight of the board and commission (re)nominations and appointments and related processes; the City's Records Management program, webpage management, and providing highly complex administrative support for the City Council and City Manager including special projects and requiring the ability to make independent decisions which could impact the city and/or the community. Essential Functions: Board and Commission Activities Processes board/commission nominations, background checks; coordinates with other departments, documents compliance with State law, City Code and department guidelines. Prepares monthly status reports and submission of appointment/(re)appointment documentations including oaths, statements, training certificates, and public access forms. Tracks and monitors submission of minutes, reporting of attendance, including quarterly attendance reports to City Council. Coordinates with the City Secretary to ensure members, liaisons, and coordinators are aware of the requirements of respective boards and commissions outlined in the City Charter and City Code and assists them with compliance when appropriate. Assists citizens, City officials, city staff, media and outside entities with complete and accurate information relating to boards and commissions when requested while maintaining a positive, cooperative attitude and willingness to assist anyone who interacts with the City Secretary’s Office. Reviews boards and commissions’ files and indexing system to ensure required information is within Laserfiche files. Coordinates/ensures all new board members orientation/training is in accordance with the city code. Develops and updates policies and procedures for the general operation of the Boards and Commissions processes. Special projects as assigned, including conducting research, analyzing data, and compiling reports. Records Management Activities Assists with the identification, maintenance, retention, security, electronic storage, microfilming, disposition, and preservation of city records. Monitors Texas State Library and Archives Commission (TSLAC) for changes to retention schedules and effects to internal retention practices while ensuring the City stays current with such requirements. Conduct records management training for Department Records Liaisons. Prepares, recommends, and submits for initial approval by the City Secretary on City-wide records management policies and procedures, retention and disposition schedules. Inspects departmental records, identifies irregularities or missing records; ensures records comply with state law requirements Reports to the City Council and City management on records management program implementation Disseminates information, drafts executive briefings, schedules meetings and prepares agenda materials for the records management policy committee Serves as the City's liaison to TSLAC; reviews and comments on proposed rules and regulations; monitors proposed legislation and updates the city attorney with proposed legislative changes that impact the City's record keeping requirements. Provides advice and assistance to department directors on records management program implementation; reviews departmental policies and procedures and establishes disaster recovery plan for departmental records. Appraises evidential and informational value of information contained in city records to determine administrative, legal, audit, or historical value; develops procedures to ensure permanent preservation of historically valuable records and works with City Archivist to ensure preservation of same. Assists with the inspection of all city electronic-based record keeping systems and certifies to the State the system's statutory compliance. Assists city, staff, council members, citizens and the media in locating and using city records. Establishes retention procedures and maintains control over City records of historic, financial, or administrative value. Advises City departments in the preservation and maintenance of departmental records, establishes internal retention schedules that complies with the TSLAC adopted retentions schedules; ensure timely destruction of records on an annual basis. Works individually with each department to review records in their custody and determines which records should be maintained by the departmental level and which should be maintained by the City Secretary’s Office. Administrative Support Activities Assists with providing skilled administrative and operational duties in support of the City Council and City Manager. Assists with facilitating travel registration and arrangements for the City Council and City Manager and prepares and processes associated travel expense forms. Assists with coordinating City Council and City Manager activities, including appointments, calendars, mail logs, communications, speaking requests, and draft correspondence. Assists with investigating citizen, customer, staff, and City Council concerns and consults with pertinent departments, analyzes and shares findings, coordinates and facilitates action taken by departments, and directly communicates with the general public with the appropriate written, verbal, or in-person follow up on behalf of the City. Assists with representing and answering questions on behalf of the City Council and City Manager when requested, requiring extensive knowledge of city processes, procedures, and personnel. Assists with facilitating information flow and follow-up between the City Manager’s Office, City Council, department directors, community and business organizations, and citizens. Assists with answering and routing telephone calls and visitors to the appropriate person; frequently gives direction or answers routine questions. Assists with producing and drafting documents such as letters, reports, memoranda, proposals, agendas, charts, and presentations from handwritten, dictated, or other sources; proofread and corrects documents. Assists with maintaining payroll records, including employee leave records. Assists with meeting room reservations, confirmations, and rescheduling. Maintain regular and punctual attendance. Additional Duties: Performs other duties as assigned Minimum Qualifications/Acceptable Equivalency: High School Diploma or GED equivalent and five years of clerical experience OR Associate degree in Secretarial Science and three years of clerical experience OR Any combination of related education, experience, certifications and licenses that will result in a candidate successfully performing the essential functions of the job Core Competencies: Ability to communicate effectively both verbally and in writing. Demonstrates proficiency in the use of office software systems (such as Microsoft Office Suite). Ability to form and maintain effective relationships with coworkers and customers. Knowledge of methods, techniques, and practices of preserving paper, photographs, films, video and sound recordings, computer tapes, and video and optical disks, and other manuscripts. Ability to organize and manage the preservation of records of enduring value. Thorough knowledge of principles and procedures of records management and retention administration. Knowledge of computerized information systems. Maintains a working knowledge of software programs used by the department to access and update information related to boards and commissions Knowledge of website management. Ability to work independently; identify own projects and plan and solve problems. Ability to prepare written policy and procedures statements and manuals. Ability to analyze departmental records keeping practice, recognize deficiency and recommend solutions. Ability to communicate ides effectively orally and in writing. Ability to work with all levels of city employees, city officials, and the public. Ability to evaluate high technology procurement for automated record keeping and board management systems. Preferences: Experience in Municipal Government, board/commission processes and programs, records management processes, including website management. Two years’ experience working directly in a City Secretary’s Office or ability to demonstrate proficiency with above-noted areas of responsibility. Conditions of Employment: Must have a valid Class “C” Driver’s License prior to employment (must obtain Texas Class “C” driver’s license within 90 days of hire per state law) Must pass a drug test, driver’s license check, criminal history background check, and social security number verification check. Must obtain or have the ability to obtain certification as a Certified Records Management Officer within three (3) years of employment. Physical Requirements: Overall Strength Demands: The italicized word describes the overall strength demand of the functions performed by the incumbent during a typical workday. Sedentary – lifting no more than 10 pounds Light – lifting no more than 20 pounds; carry up to 10 pounds Medium – lifting no more than 50 pounds, carry up to 25 pounds Heavy – lifting no more than 100 pounds, carry up to 50 pounds Very Heavy – lifting more than 100 pounds, carry more than 50 pounds Physical Demand Codes: The following describes if the incumbent is expected to exert the following physical demands during a typical workday and the overall frequency. Codes for “how often”: Y = Yes N = No E = extensive (100-70%) M = moderate (60-30%) I = infrequent (20-10%) A = almost never (<10%) Task: Code: Standing: E Sitting: E Walking: E Lifting: M Carrying: M Pushing/Pulling: M Overhead Work: M Fine Dexterity: M Kneeling: M Crouching: M Crawling: M Bending: M Twisting: M Climbing: M Balancing: E Vision: E Hearing: E Talking: E Video Display: E Other: Machines, Tools, Equipment and Work Aids: The essential functions of this position require the daily use of a computer and telephone. Environmental Factors: The essential functions of this position are performed in an office environment, with possibility of working within a warehouse setting. This job description is not an employment agreement, contract agreement or contract. Management has exclusive right to alter this job description at any time without notice. ADA/EOE/ADEA Effective Date: 10/1/2021 Revision Date: