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Human Resources
FLSA Designation: Exempt
May, 2005

RECORDS MANAGER

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

SUMMARY DESCRIPTION
Under direction of the City Clerk/Director of Administrative Services, plans, directs, and oversees the development, implementation, and maintenance of the City’s comprehensive records management program; implements the City-wide Records Management Plan and uniform filing system; and supervises, directs, and coordinates the work of assigned records management staff, interdepartmental records coordinators, and the City’s records storage facility.

IDENTIFYING CHARACTERISTICS
The Records Manager is a single position class responsible for assisting in the administration of the City-wide records and information management system including maintenance and growth of the system, coordination of system upgrades, working with Information Systems personnel to identify, monitor, and troubleshoot network difficulties, creating policies and procedures for operation of the records management system, training of personnel, and collaborating with staff from other departments to ensure the records management system continues to meet the overall needs of the organization. Incumbents in this class are required to exercise considerable initiative and independent judgment.

REPRESENTATIVE DUTIES
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.

  1. Develops and coordinates a comprehensive records management program including appropriate control over the maintenance, protection, retention, and disposition of records in accordance with legal and operational requirements.
  2. Functions as the lead for researching, evaluating, recommending, and implementing solutions for records and related information management issues.
  3. Provides overall administration of the City-wide records management system; oversees and directs the records management services in the City; identifies, maintains and protects the City’s information assets.
  4. Interfaces with other departments in coordinating and implementing the City-wide Records Management Plan, records inventory, and records retention schedule; participates in the implementation of electronic records management applications and in the creation of policies and procedures for records management functions, programs, and services to the organization including electronic systems for inventory, records retirement, and archiving.
  5. Trains and assists City departments in the application of the City’s records management policies, procedures, and techniques including correspondence control, imaging, storage, retrieval, and disposition.
  6. Assumes responsibility for overseeing the staff and daily operations of the City’s records storage facility; monitors program work processes and takes corrective actions as needed to ensure that operations are functioning at optimal and efficient levels and that productivity and quality goals are met; maintains statistical reports and creates comprehensive technical reports as needed.
  7. Participates in the selection of assigned staff; provides or coordinates staff training; works with employees to correct deficiencies; implements discipline procedures.
  8. Plans, prioritizes, assigns, supervises, reviews, and participates in the work of staff responsible for records management program services and activities.
  9. Conducts and prepares a vital records inventory; develops an Emergency Procedures Manual for a City-wide records recovery program to identify, protect, and/or recover vital City records necessary for ongoing operations in the event of a disaster; provides consultation and hands-on training to staff on disaster recovery policies.
  10. Assumes responsibility for developing an enterprise-wise uniform file classification plan by conducting inventories, surveys, and interviews and making recommendations; develops, examines, revises, updates, and implements records retention and destruction of official records in accordance with applicable laws and regulations.
  11. Serves as liaison to historical and archival preservation associations.
  12. Coordinates research and records retrieval for formal responses to subpoenas, legal discovery, and Public Records Act Requests; assists in the preparation of an Administrative Record; ensures efficient delivery of accurate information to City staff, public agencies, and citizens while providing outstanding customer service.
  13. Performs related duties as required.
QUALIFICATIONS
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:
Operations, services, and activities of a records management program. Rules and industry best practices for record keeping including records management systems, policies, procedures, principles, standards, and best practices for the identification, description, classification, organization, storage, protection, retention, and disposition of records. Automated records and information management and imaging software as well as Internet/Intranet policy. Sophisticated databases including principles of database design, operations, administration, validation, and configuration in a networked environment. Micrographic and imaging technologies and policies, principles, and procedures involved in electronic records management. Pertinent federal, state, and local laws, codes, and regulations including those related to records retention and historical preservation. Document and data recovery standards, techniques, policies, and procedures is desirable. Archival preservation methods is desirable. Principles of supervision, training, and performance evaluation.

Ability to:
Coordinate and direct the comprehensive City-wide records management program. Supervise, organize, and review the work of staff involved in records management program services and activities. Select, train, and evaluate staff. Recommend and implement goals, objectives, policies, and procedures for providing records management programs. Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities. Understand, interpret, and apply general and specific administrative and departmental policies and procedures as well as applicable federal, state, and local policies, laws, and regulations. Participate in the preparation and administration of assigned budgets. Prepare clear and concise reports. Analyze complex issues, evaluate alternatives, and reach sound conclusions. Research, analyze, and evaluate new service delivery methods and techniques. Make adjustments to operating procedures as necessary to improve organizational effectiveness. Manage multiple projects simultaneously and be sensitive to changing priorities and deadlines. Plan and organize work to meet changing priorities and deadlines. Work cooperatively with other departments, City officials, and outside agencies. Respond tactfully, clearly, concisely, and appropriately to inquiries from the public, City staff, or other agencies on sensitive issues in area of responsibility. Operate office equipment including computers and supporting word processing, spreadsheet, and database applications. 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 business administration, public administration, or a related field.

Experience:
Four years of increasingly responsible records management related work experience including one year of supervisory experience.

License or Certificate:
Possession of an appropriate driver’s license. Certification in records management is 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 environment with some travel to different sites.

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; to travel to other locations using various modes of private and commercial transportation; and to verbally communicate to exchange information.

Vision: See in the normal visual range with or without correction.

Hearing: Hear in the normal audio range with or without correction.

Human Resources Division   
   (925) 516-5191
150 City Park Way   
TTD
   (925) 516-5409
Brentwood, CA 94513  
  (925) 516-5446