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The City of Irvine seeks an energetic, customer focused individual to serve as the Supervising Information Specialist within the City Clerk's office. Under the general direction of the Municipal Records Administrator, the Supervising Information Specialist will assist with a full range of professional and technical work to plan, assign, coordinate and review the work of staff performing duties in the City's centralized records management program, central reception and mail services; to oversee and assist with administration of the use of the Electronic Document Management System for maintenance and retrieval of records, including Irvine Quick Records; and to provide training and technical assistance to Irvine employees and citizens regarding access to City records. The Supervising Information Specialist will possess a friendly, professional demeanor, strong working knowledge of records management principles and procedures and an understanding of City government functions. This person should have broad knowledge and experience with Public Records Act regulations and electronic records management systems. The position also requires supervising and evaluating support staff. The ideal candidate will have superior organizational, supervisorial, customer service and training skills. This person will be able to work independently with limited supervision on various tasks and projects, anticipate needs and deadlines and interact effectively and diplomatically with the public, co- workers, City executives and elected officials. He/she will be able to successfully handle multiple tasks concurrently, meet critical deadlines and pay attention to detail. The selected candidate will also possess outstanding interpersonal, verbal and written communication skills. Exemplary people management skills as both a team player and a team leader are also critical for this position. The ideal candidate will be expected to act in the absence of the Municipal Records Administrator. Finally, the selected candidate will manager and motivate others, establish trust and credibility and develop effective working relationships. TO APPLY: Applications for this position will be accepted January 7 - 17. Please check this website again during that time to apply. Essential Duties and Responsibilities: The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned. • Plans, assigns, coordinates and reviews the work of staff assigned to the records management, mail and reception functions; allocates staff and other resources to various tasks and projects. Selects, trains and evaluates performance of staff; develops and implements staff development and training activities. Interviews, selects and hires personnel. • Monitors and assesses employee performance, develops performance objectives and training, prepares performance evaluations and recommends merit increases. Trains staff in records management duties, including customer service standards; records research and retrieval; EDMS software operation; and legal records requirements. • Assists with administration of the EDMS/Sire records maintenance system, including Irvine Quick Records; assigns security rights, designs database categories and indexes; monitors statistical data; and responds to inquiries from staff, other departments and the public. • Participates in management meetings and discussions with staff from other departments regarding records retention needs, records submittal, records destruction, electronic document imaging needs, training needs for EDMS web services, Public Records Requests, research requests and similar issues. • Participates in the development of policies and procedures; analyzes procedures and service deliveries and recommends process improvements. Participates in development of the budget for the Records and Mail sections; makes recommendations for program changes; analyzes and monitors section budget. • Reviews, researches and recommends modifications to the citywide Records Retention Schedule; meets with department representatives to audit and assess compliance. Maintains up-to-date information on changes in public records laws; confers with consultants and legal advisors regarding recommendations for implementation of changes to the retention schedule. • Participates in the development of responses and gathering of records for response to Subpoenas and Public Records Requests, including litigation- related requests; confers with City Attorney to coordinate and monitor requests and responses. • Monitors and troubleshoots problems with EDMS software; communicates with technical personnel and software providers regarding projects, issues and/or needed service enhancements. Researches, analyzes and recommends new technology and/or equipment purchases to increase operational efficiencies. • Monitors and analyzes citywide records needs; analyzes pending imaging projects to identify key search indexes and most efficient processing. Supervises imaging processing, security of confidential records, priority of processing and volume; creates systems to monitor and track outsourced projects to ensure security of information. • Responds to inquiries and concerns raised by the public; advises on and clarifies City policies and programs and provides information requested; provides assistance with use of Irvine Quick Records. • Researches, analyzes and evaluates vendor/contractor proposals and contracts. Monitors contract/vendor performance, including quality of work, timeliness of deliverables, accuracy of invoices and responsiveness. • Maintains knowledge of records and information management systems, public administration, organization and management principles and practices; municipal fiscal policy; personnel management principles; applicable ordinances; laws and regulations; advanced research techniques and information sources; and available services and products. • Uses a computer to perform records management functions and other job related tasks, input and maintain records, and/or conduct research as needed. • Submits invoices for payment; submits Purchase Requests and Purchase Orders. • Performs other duties as required. Minimum Training and Experience Required to Perform Essential Job Functions: Associate's degree, supplemented by college level courses in information technology, business, or related area and three years experience in managing records in an organization-wide electronic records environment, including two years supervisory experience. Desirable Qualifications: Experience in managing records in a city or county municipal clerk's office . Brought to you by code4lib jobs: http://jobs.code4lib.org/job/5333/