Department: Administration/Administrative Services
Immediate Supervisor: City Clerk
Pay Grade: 5
FLSA Status: Non-Exempt
Last Updated: 10/2017
Positions Supervised: N/A
Position Summary
The Records Specialists coordinates and administers the records management of public records for the city in accordance with various laws.
Essential Functions
1. Maintains regulatory compliance.
• Analyzes records management practices and recommends, develops, and implements policies and processes to ensure efficient and accurate records storage, retrieval, retention, destruction, and adherence to applicable laws.
• Provides technical assistance to staff responding to data requests, including conducting searches of electronic records and preparing data for review.
2. Manages records storage structure.
• Works with directors/managers to meet the records business needs of the departments.
• Develops and maintains a structure of Meta data to support records retention, digitization, and management.
• Develops and maintains standard scanning and storage templates for each record type.
• Develops and maintains business processes and procedures for inventory and archiving of existing digital records and storage of new records.
• Serves as the primary support contact for Laserfiche. Provides staff assistance, training, and troubleshooting. Monitors system use, identifies potential new uses, and develops Laserfiche solutions including workflow automation.
3. Performs records administration activities.
• Provides follow-up to customer and staff inquiries.
• Coordinates and conducts document scanning/imaging, data entry, file logging, distribution, storage, retrieval, and destruction.
• Coordinates archive paper records conversion projects and teams until all paper records and archives are inventoried, scanned, digitized, and incorporated in the records management system.
• Administers periodic records destruction in accordance with regulations and consistent with business needs.
• Maintains security, confidentiality, and integrity of the city’s records and information.
• Attends, records, and transcribes City Council and other board meetings. Prepares minutes to accurately record official meeting minutes.
• Coordinates and ensures ordinances, minutes, resolutions, and contracts are accurately documented and records maintained.
• Assists in coordinating meeting agenda preparation and distribution, including monitoring, reviewing, editing, and processing staff reports and memos.
• Updates the Elk River Municipal Code as ordinances are approved; assembles and forwards changes to the code company for editorial review and printing.
4. Performs record management training activities.
• Prepares training material for regulatory requirements, best management practices, business processes and procedures, and operation of the electronic records management system.
• Conducts new employee and recurring employee training.
5. Serves as backup receptionist.
• Coordinates schedules and relieves receptionist to ensure coverage during the lunch hour; works shifts at the reception desk in the absence of the receptionist.
– Receives and appropriately routes, responds to requests for information.
– Receives and refers visitors to appropriate person.
– Processes incoming and outgoing mail.
– Issues permits, such as pet licenses, burning permits, and snowmobile permits.
6. Performs election activities.
• Assists the city clerk in operations of special, primary and general elections.
• Responds to public inquiries regarding elections.
7. Performs other essential job duties.
• Regular and timely work attendance.
• Follows all safety procedures and participates in safety training.
Required Knowledge, Skills, and Abilities
• Knowledge of the English language including excellent spelling and grammar.
• Knowledge of methods and techniques of records and information management programs and systems.
• Knowledge of archival issues and trends.
• Skilled in establishing and maintaining effective working relationships with various groups.
• Skilled in using computer or various other software programs, including Laserfiche (or similar), Microsoft Office Suite, or other related programs.
• Skilled at creating and maintaining data and informational databases, meta-data extraction, taxonomy, and file maintenance.
• Ability to maintain confidentiality.
• Ability to organize daily work, set priorities, and work independently.
• Ability to understand state and federal laws, statutes, and regulations pertaining to records management, including the MN Government Data Practices Act.
Minimum Qualifications
• Formal training in Records Management, Library Science, Project Management, Information Science or other related field.
• Two (2) years of work experience with Enterprise Content Management Systems.
• Valid driver’s license and good driving record.
Preferred Qualifications
• Experience in Library/Archives/Records and information sciences.
• Experience with municipal government records management.
• Knowledge of Laserfiche.
Physical Requirements
Essential Frequency
• Sitting Daily
• Bending or Stooping Daily
• Repetitive Movements Daily
• Carrying Objects Daily
• Operation of Telephone/Radio Daily
• Computer/Typewriter Operation Daily
• Requires Good Vision Daily
• Requires Good Hearing Daily
• Requires Sense of Touch Daily
• Requires Fine Motor Skills Daily
• Requires Near Vision Daily
Highly Important
• Standing or Walking Daily
• Operating a Vehicle Occasionally
• Lifting Objects Floor to Knee Weekly/Monthly
• Equipment Operation Daily
Work Schedule
Work schedule is 8:00 a.m. to 4:30 p.m. Monday through Friday; Summer hours are 7:30 a.m. to 5:00 p.m. Monday through Thursday and 7:30 a.m. to noon on Friday. Will be required to work evenings once or twice a month to record meeting minutes and extended hours during election season.
This Position Description is not intended to be all-inclusive. It is within the City of Elk River’s discretion to assign additional duties and responsibilities or remove duties and responsibilities at any time.
This Position Description does not constitute a Contract of Employment.
Application deadline is Friday, November 3, 2017.
If you require assistance with the application process, please call 763.635.1000 and ask for Human Resources.
The City of Elk River is an Equal Opportunity Employer.
Original posting / application information