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CODE4LIB  December 2012

CODE4LIB December 2012

Subject:

Job: Records Manager at Boulder

From:

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Reply-To:

Code for Libraries <[log in to unmask]>

Date:

Sun, 16 Dec 2012 16:57:20 -0000

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (194 lines)

OVERALL JOB OBJECTIVE:

Direct and manage the organization, maintenance, distribution, use and
retention of city records in accordance with the requirements of applicable
law, City of Boulder policies, best records management practices and highest
ethical standards. Administer the daily operations of central records with a
customer-centered focus. Facilitate accomplishment of annual work plan and
employee goals to meet objectives. Perform related duties as required.

  
DUTIES & RESPONSIBILITIES:

  
1.Directs and administers the records operations of the city. Develops systems
and procedures to enhance a uniform records management protocol in compliance
with the Colorado Open Records Act. This may include the following:

* Acts as the official custodian of city records as defined by applicable law and the city's policies. Recommends policy and procedural changes in records management.  
* Develops, implements and modifies clerical and information systems and procedures to improve operations and ensure compliance with new and existing policies, procedures and laws.  
* Applies strategic thinking to plans and changes in policies and procedures regarding city records.  
* Develops, maintains, and administers a comprehensive records retention schedule in coordination with applicable law and the State Archivist.  
* Oversees and coordinates division projects involving all aspects of records retention and storage. Utilizes best practices in project management to achieve desired outcomes.  
  
2.Manages daily operations of the office of central records. This may include
the following:

* Manages the assembly of records in response to requests under applicable laws including providing all city records responsive to the request, redacting information protected from disclosure, and assuring that privileged documents are not produced.  
* Works closely with the City Attorney's Office related to open records requests and access to city records to ensure that responses comply with applicable laws.  
* Monitors the receipt of documents by the division to ensure that all public records, including ordinances, resolutions, regulations, delegations, and contracts are properly filed.  
* Directs staff in the development and provision of strong external and internal customer service.  
* Convenes and trains city-wide functional teams to address specific records-related issues such as open records requests, document recording, off-site storage protocols, etc.  
* Acts as liaison to technical consultants, outside vendors and other contractors.  
* Coordinates filing and retrieval of documents from offsite document storage facilities.  
* Administers the central records budget. Allocates equipment and resources necessary to meet goals and objectives.  
  
3.Supervises the office of central records staff according to the supervisory
section below. In addition, this may include the following:

* Works with staff to ensure customer focus, work quality, coordination and consistency.  
* Coordinates daily operations and schedules work activities.  
* Directs staff in addressing and resolving issues.  
* Develops and maintains a team environment.  
* Facilitates conflict resolution in employee relations and customer services issues.  
  
4.Develops and maintains central records office policies and procedures. This
includes:

* Analyzes needs, develops and coordinates development of policies and procedures.  
* Coordinates with internal and external department staff to collect information for policy development.  
* Trains department and city staff as needed.  
  
5.Provides support to the city clerk as assigned. This includes participating
as a senior management team member of the City Clerk's Office.

  
6.Other:

* Performs related duties as required to meet the needs of the city.  
* Takes proper safety precautions to prevent accidents. Responsible for the safety of self, others, materials, and equipment. Uses all required safety equipment and follows all safety regulations, policies and procedures. Reports all accidents and damage to city property.  
* Responsible for knowing and complying with all city and department policies; participating in professional trainings and development; and adhering to attendance and workplace attire policies.  
  
Generally, duties and responsibilities are listed from most to least critical
or time consuming.

  
The City of Boulder is committed to hiring employees who provide excellent
customer service. Our employees act with a high level of integrity, and take
responsibility for their words and actions.

  
City of Boulder employees strive to respect and appreciate each individual's
differences, and to work effectively with all people and their diverse
backgrounds. We support candid and honest interactions which respect other
points of view, and are sensitive to communication differences. We achieve
organizational goals through inclusive problem-solving, planning, and decision
making. Community partnerships are included in this effort.

  
Supervisory Section

All city supervisors are responsible for appropriately incorporating the
principles of community sustainability into work on a routine basis;
understanding and enforcing relevant collective bargaining agreements and
management policies; hiring and firing supervised employees or making related
recommendations; ensuring employees are trained initially and on an ongoing
basis, as needed; providing appropriate feedback to employees by monitoring
day-to-day performance; completing performance evaluations on time; correcting
problems in employee work habits or performance in a timely manner;
prioritizing and scheduling work functions and vacations; ensuring adherence
to established safety standards; ensuring the timely completion and submission
of all paperwork required by the city to process employee transactions,
insurance or injury claims, etc.; maintaining related records; and ensuring
the accuracy of reported time use.

  
COMPETENCY:

To perform the job successfully, an individual should demonstrate the
following competencies:

  
* Knowledge of applicable law, rules, regulations and policies as they pertain to the retention, destruction and production of official city documents.  
  
* Ability to identify opportunities, develop strategies and implement changes to comply with legal/regulatory requirements, business needs, and records and information management industry best practices.  
  
* Ability to exercise initiative, judgment, and decision making in solving problems and meeting organizational objectives, including managing staff and projects.  
  
* Ability to establish and maintain effective working relationships with employees, various representatives of public or private entities, policy making bodies, and members of the public.  
  
* Technical knowledge of records management practices and information systems to effectively establish and manage efficient records storage, retrieval and destruction.  
  
* Ability to independently adapt, interpret and apply written guidelines, precedents and standardized work practices to a variety of situations.  
  
* Ability to communicate effectively, including the ability to prepare professional, concise and grammatically correct written documents.  
  
  
Skills / Requirements

QUALIFICATIONS:

  
REQUIRED MINIMUM QUALIFICATIONS:

Bachelor's degree in records and information management, business/public
administration or related field; and at least three years of records and
information management related professional level experience, including
providing supervision to others; or an equivalent combination of education and
experience. Working knowledge of records procedures, including federal and
state requirements, electronic records systems and practices. Ability to make
policy and management decisions regarding operations. Ability to develop,
implement and maintain systems put into place, and to communicate those
systems effectively to others. Excellent oral and written communication
skills. Work experience demonstrating excellent organization skills and
attention to detail. Ability to work on a broad range of issues and tasks,
including switching from senior-level engagements to routine administrative
document management. Exhibit strong ability to lead, motivate and influence at
various levels and across multiple work groups. Ability to problem solve and
make complex and on-the-spot decisions. Demonstrated ability to meet deadlines
and to complete tasks while working under pressure. Ability to deal
appropriately with confidential or privileged information. Excellent customer
service skills, including the ability to communicate courteously with
customers when denying a records request. Ability to establish and maintain
effective working relationships at all levels of the organization. Have and
maintain acceptable background information, including criminal conviction
record and credit history.

  
DESIRED QUALIFICATIONS - In addition to the required minimum qualifications:

Prior experience in local government records management. Certified as a
records manager. Related legal training / education or work experience.
Working knowledge of Colorado Revised Statutes, State Archive guidelines and
City of Boulder ordinances. Demonstrated knowledge of the Colorado Open
Records Act (CORA) or a similar statute.

  
SUPPLEMENTAL INFORMATION:

WORKING CONDITIONS - Required Physical and Mental Effort, and Environmental
Conditions:

Physical and Mental Effort: The employee will engage in primarily sedentary
physical work requiring the ability to remain in a normal seated position, as
well as ability to regularly walk and stand. Occasional lifting requiring the
ability to raise and lower an object weighting up to 20 pounds. Talking: the
ability to express or exchange ideas by means of spoken words. Hearing: the
ability to perceive the nature of sounds by the ear. Visual: the ability to
read, record and interpret information. Hand/eye coordination to operate
personal computer and office equipment. Sufficient personal mobility and
physical reflexes, which permits the employee to work in an office setting.
Work may include extended periods of time viewing a computer video monitor
and/ or operating a keyboard. Ability to work under stress from demanding
deadlines, public contact, and changing priorities and conditions.

Work Environment: The employee works primarily in a clean, comfortable
environment. The noise level in the work in environment is usually low to
moderate.

Machines and equipment used include, but are not limited to the following:
Frequently uses standard office equipment including personal computers,
telephones, calculators and copy/fax machines.

  
ACCOMMODATIONS: Reasonable accommodations may be made to enable qualified
individuals with disabilities to perform the essential functions of this
position.

  
Note: The above description is illustrative only. It is not meant to be all-
inclusive.



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