Job Title: Records Management Specialist
Salary: $30.55 – $35.58 Hourly
$63,550.24 – $74,010.56 Annually
Job Type: Full-time
Department: City Clerk
Location: City Hall, 350 South 5th Street, Minneapolis, Minnesota
Vacancies: 2
Closing Date/Time: Tue. 01/24/17 11:59 PM Central Time
Posting Type: Open to the public
Position Description
There are currently two non-exempt, full-time Records Management Specialist vacancies in the City Clerk’s Office.
The Records Management Specialist will be responsible for the ongoing maintenance and supervision of a records and information management program, including monitoring compliance with established standards and procedures, managing data practices processes and advising on records retention and disposition.
Job Duties and Responsibilities:
• Maintain records and database management programs that control and monitor records for the City.
• Research and establish standards, procedures and techniques for effective and efficient management of records and information.
• Design and implement records retention schedules according to local ordinance, state law and need for accessibility.
• Provide public records request information in accordance with federal and state statutes and laws.
• Assist with the management of a centralized physical records storage site.
• Train staff in the proper use of the tools and technology employed by the City in its records and information management practices
• Plan long range storage and records management programs or solutions to include the use and availability of technological resources.
• Establish and supervise electronic records and information management activities and assist staff with implementation.
• Provide training across the city on best practices in records and information management.
• Assist in the management of vital records programs and continuity planning.
• Function as a consultant for records and information management, including, web-based and computerized record keeping.
Required Qualifications:
Minimum Qualifications:
Bachelor’s Degree with major coursework in a field related to Records Management, Law/Paralegal studies, Library Science, Project Management, Information Science or other related field.
Minimum Experience:
Three years of related experience in a large organization, including records management, information retrieval or related fields.
Licenses/Certifications:
N/A
Equivalency:
An equivalent combination of education and experience closely related to the duties of the position MAY be considered.
Background Check:
The City has determined that a thorough Police Department background check / investigation, criminal background check, and/or qualifications check may be necessary for certain positions with this job title. Applicants may be required to sign an informed consent form allowing the City to obtain their criminal history and/or verify their qualifications in connection with the position sought. Applicants who do not sign the informed consent form will not be further considered for the position.
Union Representation:
This position is non-represented.
Selection Process:
Eligibility to be considered for the position will be determined by a rating of training and experience or oral examination (100%). Since the examination selection process may consist of a rating of training and experience, it is to your advantage to be as complete and thorough on your application form, supplemental application and other supporting documentation/materials as is possible. Minimum passing score is 70. The City of Minneapolis Human Resource office reserves the right to limit the number in any phase of the selection process.
The eligible list will expire three (3) months after being established.
Knowledge, Skills and Abilities:
• Knowledge of federal, state, and local laws, regulations, and policies related to information management and related subject matters, including but not limited to the Minnesota Government Data Practices Act, the Official Records Act, Freedom of Information Act, etc., and the ability to analyze interpret, and correctly apply these legal authorities to assigned responsibilities, projects, and tasks.
• Knowledge of professional records and information management theory, principles and standards, best practices, industry trends, technologies, and compliance requirements, including familiarity with the Generally Accepted Recordkeeping Principles (GARP) developed by ARMA, and how to interpret and apply this knowledge in assigned responsibilities.
• Experience with the management of requests for government information that included potentially not-public data.
• Skill in business process analysis for program evaluation and process improvement
• Experience in developing and providing detailed, technical training
• Experience with the accessioning, categorization, and classification of government records and data as well as familiarity with industry standards and related technologies for indexing, metadata capture, imaging/digital conversion, and related matters.
• Demonstrated proficiency with the MS Office Suite, Adobe Acrobat Pro, and related technologies and tools related to the position, including but not limited to content (document) management systems, scanning technologies, database applications, etc.
• Experience working with policymakers, executives, and senior management staff in developing, managing, and using enterprise programs, policies, and procedures related to assigned services and functions.
• Exceptional customer service skills when working with internal and external customers, ranging from elected officials and policymakers to senior executives and managers, supervisors, operating and front-line staff, the news media, and the general public.
• Experience in library organization and management, archival management, digital curation, and collections management
• Skill in planning, organizing, prioritizing, communicating about, and handling multiple tasks simultaneously within established timeframes and resource constraints.
• Ability to demonstrate innovation, adaptability, and good business sense in problem-solving and decision-making.
• Ability to express ideas and concepts effectively in both oral and written communication.
• Good knowledge of ordinances, laws and regulations impacting information retention, data privacy, and distribution in the assigned area.
• Ability to analyze record management systems and develop new strategies and plans to handle records management needs.
• Highly desired qualifications include professional certifications, including the Certified Records Manager (CRM) by the Institute of Certified Records Managers; Certified Information Professional (CIP) by AIIM; or Information Governance Professional (IGP) issued by ARMA International.
Full posting and application information