Records Management Coordinator (Arvada, CO)

SALARY:
$5,784.41 - $7,909.30 Monthly
$69,412.92 - $94,911.60 Annually

OPENING DATE: 11/20/20
CLOSING DATE: 12/04/20 11:59 PM

POSITION PURPOSE:
Performs professional, administrative and technical functions on behalf of the City Clerk's Office primarily related to administration of the City's records and document management programs.

JOB FUNCTIONS / SCOPE OF AUTHORITY:
ESSENTIAL FUNCTIONS

Administers the City's records and document management programs and related applications (eDocs, kofax, citydocs.org, Just FOIA, and Civic Clerk.)

Consults with users on their enterprise content management (ECM) needs and advises on available options to capture, manage, store, preserve, share and collaborate on content and documents

Develops and delivers user training on how to appropriately use ECM tools.

Collaborates with system vendors and information technology (IT) staff to design, deploy, troubleshoot and fix ECM solutions for optimal systems operations

Manages ECM platforms and collaborates with IT staff to improve technology stacks and research and/or test emerging technologies in electronic records and enterprise content management

Work with IT on integration of city systems to provide efficient transfer of information to end users.

Provides policy framework, communication and training to employees regarding digital and physical records/document information management and personally identifiable information (PII) to ensure compliance with all city ordinances, policies, laws and regulations regarding paper and electronic records.

Coordinates all open records requests submitted to the City under the Colorado Open Records Act (CORA); partners with City Attorney's Office and advises City employees on compliance and best methods for responses.

Coordinate with city staff, consultants, and citizens to ensure access to City Council meetings via Zoom platform.

Attend all City Council Meetings/Workshops as Zoom host and coordinating speakers and presentations.

Organize additional Zoom activities citywide to include base camps, city meetings, and other meetings as assigned.

Recommends, updates and implements records management policies, classification systems and retention schedules and informs or educates employees on changes

Manages records center inventory according to records retention schedules and policy

Oversees the physical storage of City documents to include: arranging, indexing, and classifying all records and arranging access to information

Coordinates the process of changing from paper to electronic records management systems for various internal customers

Maintains City Clerk's imaging program used to store electronic images of official City documents; performs internal reviews, audits and quality control of data systems; acts as City liaison to State Archivist.

Maintains records during emergency operations center activation; recommends, develops and/or implements emergency plan and procedures for Citywide records disaster recovery; researches FEMA legislation and stays current on updates.

Attends business meetings, conferences and other relevant activities that may take place outside of normal business hours and may require travel to off-site locations.

Demonstrates a respectful attitude towards customers and coworkers that promotes teamwork, open communication, and effective customer service.

Acts with the customer in mind, responds to requests promptly and provides effective services or solutions for customers.

Exercises appropriate level of initiative and judgment to make decisions within the scope of assigned authority.


ESSENTIAL KNOWLEDGE, SKILLS and ABILITIES

Solid knowledge of City ordinances, rules and policies, and state and federal laws and regulations that are applicable to records and document management.

Solid knowledge of business and technical processes of local government records management.

Strong knowledge and technical understanding of document management and enterprise content management systems, components and functionality.

Strong knowledge and technical understanding of Zoom meeting platforms including Zoom Webinars.

Strong customer focus and customer service skills.

Strong attention to detail with a high degree of accuracy.

Strong organizational skills and ability to be flexible and work well in an environment with constant interruptions and changing priorities.

Solid computer and technical skills with ability to administer and utilize software systems to manage data and create documents, spreadsheets, presentations and/or reports.

Strong ability to maintain confidentiality when working with sensitive and confidential information.

Strong communication skills and ability to effectively communicate and present information, both verbally and in writing, to a variety of audiences to support and meet organizational objectives.

Ability to maintain effective working relationships and effectively interact with all levels of personnel within the city, as well external vendors, customers and the public in a positive and cooperative manner.

Ability to consider and assess potential short-term and long-term impact of decisions.

Proficient in exercising initiative and judgment as well as making decisions within the scope of assigned authority.

Ability to both work independently and as part of a team.

Availability to work outside of regular business hours, to include Council Meetings.

Ability to operate a motor-vehicle to travel to and from off-site business meetings.



OTHER FUNCTIONS:

Performs as back up to the City Clerk or Deputy City Clerk as needed.

Assists the Community Resilience Coordinator with emergency management training and exercises and performs backup duties as needed.

Prepares electronic City Council agenda and packets and ensures electronic delivery of packets to council members and leadership team and publish agenda packets to City website.

Assists in maintaining City Clerk's web page content.

Attests and distributes ordinances, resolutions and contracts as approved by City Council and City Manager.

Performs certified passport acceptance agent duties as needed.

Other duties as required.

—Employees are held accountable for all duties of this job—


SCOPE OF AUTHORITY:

Receives general supervision under the direction of the City Clerk. Plans daily work activities and prioritizes tasks. Some precedents and/or procedures exist. Employee is generally expected to work independently and is expected to act independently to handle different and specialized situations in department and functional area. Work or performance is typically reviewed upon completion.


Financial Accountability:

Makes recommendations to supervisor for budget allocations pertaining to department. Has access to and utilizes petty cash for passport application purposes.

WORKING ENVIRONMENT / QUALIFICATIONS:
WORKING ENVIRONMENT/PHYSICAL ACTIVITIES:

The work environment/physical activities described here are representative of those an employee encounters while performing the essential functions of the job:

Work is primarily performed in an office environment with moderate noise levels. Physical effort and activities include: occasionally operating a personal or City-owned motor vehicle to drive to and from meetings and business locations; ability to talk, hear and listen, use of hands/fingers to type and handle, feel or manipulate objects constantly; frequent sitting; occasional standing, walking, and reaching with hands and arms; visual acuity to focus on details at a close distance, and make general observations and inspections; frequent handling of objects weighing up to 25 pounds.

MINIMUM REQUIRED QUALIFICATIONS (EDUCATION, LICENSE, TRAINING AND EXPERIENCE):

Bachelor's degree in a related field and five years of related experience in records management or enterprise content management. An equivalent combination of education and experience may be considered. Valid CO Driver License.


Preferred Qualifications: Experience working in records management for a government agency preferred. Information Government Professional (IGP), Certified Records Analyst (CRA) or ECM Master Certification preferred.

VISION MISSION VALUES:
The City's Core values are in every employee's individual Performance Plan which helps us to reinforce our expectations for living and working by our Core Values.

Every City employee is expected to perform his/her job to the highest professional standards. This includes upholding the City's values with integrity and accountability, acting in a manner that is respectful and inclusive towards others, and adhering to the City's policy on employee conduct as detailed in the personnel rules sec. 70-143.
Vision: We Dream Big and Deliver
Mission: We are dedicated to delivering superior services to enhance the lives of everyone in our community.
Values:
Innovation: We excel in creativity, flexibility and the use of best practices while valuing diverse backgrounds, ideas and perspectives.
Passion: We are a high performing, inclusive team inspiring each other to pursue excellence.
Opportunity: We value our diversity, embrace possibilities, face challenges, persevere and take action to deliver quality results.


The City is an Equal Employment Opportunity


APPLICATIONS MAY BE FILED ONLINE AT:


Position #2020-00128
Records Management Coordinator Supplemental Questionnaire

* 1. Do you have a minimum of five years related experience in records management or enterprise content management with a Bachelor's degree in related field OR Equivalent combination of education and experience?

* 2. Do you have a valid Driver's License?

* 3. Briefly explain your experience in records management.

* Required Question 

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