Job Title: City Records Manager
Salary: $78,877.00 – $115,997.00 Annually
Job Type: Regular FT
Location: City Hall, 201 Fourth Street SE, Rochester MN 55904, Minnesota
The City of Rochester is seeking a patient and meticulous individual to accurately and securely manage the records of the City. This new position is ideal for someone with experience in establishing and maintaining paper and electronic systems to safely organize and preserve materials from the point of creation through proper disposal if and when necessary.
City Records Manager
Located in southeastern Minnesota along the south fork of the Zumbro River, Rochester (est. pop. of 112,000+) is a progressive and inclusive community that encompasses a 55-square mile area, featuring an urban skyline at its core and farm fields at its edges. Consistently recognized as one of the most livable cities in the United States, Rochester was ranked nationally as “Best Place to Live” by Livability.com in 2017. The third largest city in Minnesota, Rochester is home to the world-renowned Mayo Clinic and serves as host to 3 million visitors each year, many of them receiving care at the Mayo Clinic. As the Destination Medical Center public/private development plan is implemented over the next 20 years, the City projects that its population will top 160,000 and that more than 35,000 new jobs will be generated, furthering Rochester’s position as an economic engine for the tri-state area.
Nature of Work
This position is responsible for the development and maintenance of a City-wide records and information management program to ensure the City’s records, data, and information assets are managed effectively in full conformance with all legal requirements and industry best practices.
Starting Salary is $78,877 to $92,796 depending on qualifications, with advancement to $115,997.
Applications will be accepted until the vacancy is filled with priority consideration for applications submitted by April 22, 2018.
DUTIES AND RESPONSIBILITIES:
The work below is representative of the scope of work performed within this job classification. Individual job duties will vary.
*Develop, implement, and manage a record and information management program consistent with City policies and relevant laws.
• Research, establish and promote administrative policies, including procedures and enterprise standards and techniques, for effective and efficient management of City records.
• Identify issues, gaps, and weaknesses in the program and recommend action plans and solutions to address them.
• Continuously monitor the legal and regulatory environment as it pertains to the City’s responsibility for records and information management requirements to assure compliance, information security, appropriate retention and accessibility issues, and related matters.
• Provide advice and guidance for assuring compliance with public accessibility requirements of records and information under the control of the City.
*Provide leadership, management direction, and subject matter expertise across the enterprise related to data management, security, and destruction; accessibility; retention plans; legal holds and issues, privacy issues and disclosure; and historical preservation, and other related issues.
• Lead or participate in, promote, and provide professional support for systematic and efficient information management initiatives, and advocate for the importance of and compliance with an • Enterprise Information Management policy and program.
• Gain a comprehensive understanding of risk management issues associated with records and information management and develop procedures to mitigate or accept risk within agreed-upon tolerance levels across the organization.
• Develop, assess, and conduct end-user training programs for departmental records and information managers and data practices coordinators.
• Partner and provide professional consultation to City departments and other partners, internal and external to the City enterprise, especially the Minnesota Historical Society and other memory institutions, to advance the legal, administrative, and historical interests and priorities of the City of Rochester.
*Manage the City’s responses to data practices requests in consultation with all departments.
• Provide support to departmental liaisons on requirements for complying with requests.
• Provide advice on the public, not-public, private, and confidential classification of data, pursuant to the Minnesota Government Data Practices Act.
• Implement and oversee the use of a system to facilitate and manage requests.
*Manage the City’s central records repositories.
• Oversee the warehousing of non-current records for City departments within identified lifecycles and retention schedules.
• Partner with departments and IT to include records management protocols in electronic document storage.
• Conduct the destruction of records, as authorized by state law.
Perform other duties as assigned or necessary.
Education and Experience
A Bachelors degree in Library Science, Records Management/Archives, Public Administration, Information Systems/Technology or closely related field from an accredited four-year college or university;
Five (5) years of full-time employment experience in administration, design, development, implementation, administration, and evaluation of an enterprise records and information management program, with at least two years of supervisory, project management or lead work experience.
Licenses and/or Certifications
Valid driver’s license
Certification in Records Management (CRM) from ARMA or other equivalent professional certifications within the records and information management industry
KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of: emerging best practices related to the management of electronic information; Federal, State, and local laws and regulations affecting the management of a government records program, including but not limited to: FOIA, HIPPA, SOX, MN Government Data Practices Act, MN Government Records, discovery and disclosure issues, as well as records and data management requirements dictated by the City Charter and local ordinances; ARMA International’s Generally Accepted Recordkeeping Principles (GARP), U.S. DOD 5015.02, ISO 15489, and other relevant industry standards and guidelines for records and information management and the ability to apply, use, and evaluate those standards and guidelines.
Skill in: utilizing records management systems and applications, including automated content and document management systems, imaging, indexing and retrieval systems, and e-discovery tools; administrative principles and practices, including goal setting, program development, implementation, and evaluation; performance measurement, project management, and business analysis techniques and principles.
Ability to: troubleshoot problems effectively; create performance metrics to identify and effectively communicate relevant outcomes; analyze records management systems and develop new strategies and plans to handle records management needs; work across all levels of the organization and to coordinate cross-sectional tasks; translate complicated laws, policies, and regulations related to the records and information management program into lay terms.
PHYSICAL AND ENVIRONMENTAL CRITERIA
In compliance with the Americans with Disabilities Act, the following represents the physical and environmental demands for this position. The employee must be able to perform the essential functions with or without accommodation.
In consideration of the overall amount of physical effort required to perform this position, the work is best described as Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
Physical demands that may be required continuously (2/3 or more of the time), frequently (1/3 to 2/3 of the time), and occasionally (up to 1/3 of the time) are noted below:
Frequent demands: walking, standing, sitting, fine dexterity
Occasional demands: bending, kneeling, crouching, carrying, pushing/pulling, climbing, reaching, handling
Sensory requirements necessary in the performance of the essential functions of this position include sight and hearing.
Environmental conditions that may exist in the performance of the essential functions of this job include: NONE (not substantially exposed to environmental conditions).