Records Management Coordinator

The City of Arvada is hiring a Records Management Coordinator to manage and enhance the City’s records and document management programs. This role supports the secure and efficient management of digital and physical records, oversees document management systems, coordinates public records requests under the Colorado Open Records Act (CORA), and leads the development and operations of the City’s Records Center. You’ll collaborate with departments, IT staff, and other stakeholders to ensure records are accessible, secure, and managed in compliance with applicable laws and regulations.

If this opportunity aligns with your skills and experience, we encourage you to apply!

Essential Job Functions

• Administers the City’s records and document management programs and related applications (eDocs, kofax, citydocs.org, Just FOIA, and Civic Clerk).
• Consults with users on their enterprise content management (ECM) needs and advises on available options to capture, manage, store, preserve, share, and collaborate on content and documents.
• Develops and delivers user training on how to appropriately use ECM tools.
• Collaborates with system vendors and information technology (IT) staff to design, deploy, troubleshoot, and fix ECM solutions for optimal systems operations.
• Manages ECM platforms and collaborates with IT staff to improve technology stacks and research and/or test emerging technologies in electronic records and enterprise content management.
• Collaborates with IT to support the ongoing integration of city systems, ensuring efficient transfer of information to end users.
• Leads the planning, development, and implementation of the organization’s stand-alone Records Center, including designing operational processes and procedures; developing records transfer and inventory strategies; coordinating the systematic relocation of records from the off-site storage facility; and establishing standards for organization, access, security, retention, and disposition. Coordinates resources and activities necessary to transition the facility into a fully operational Records Center.
• Directs the day-to-day and ongoing operations of the Records Center, ensuring the effective management, security, accessibility, inventory control, space utilization, retrieval, retention, and disposition of organizational records in accordance with applicable laws, regulations, retention schedules, and organizational policies.
• Determines records retention periods based on applicable statutes, regulations, legal guidance, procedures, and approved guidelines; analyzes records to ensure compliance with retention schedules; monitors records disposition; and consults with departments to identify and classify record titles.
• Provides policy framework, communication, and training to employees regarding digital and physical records/document information management and personally identifiable information (PII) to ensure compliance with all city ordinances, policies, laws, and regulations regarding paper and electronic records.
• Coordinates all open records requests submitted to the City under the Colorado Open Records Act (CORA); partners with City Attorney’s Office and advises City employees on compliance and best methods for responses.
• Coordinates and facilitates City Council meetings and workshops, as needed, serving as the Zoom host and providing technical support and troubleshooting assistance to attendees and staff.
• Coordinates the process of changing from paper to electronic records management systems for various internal customers.
• Maintains City Clerk’s imaging program used to store electronic images of official City documents; performs internal reviews, audits, and quality control of data systems; acts as City liaison to State Archivist.
• Maintains records during emergency operations center activation; recommends, develops and/or implements emergency plans and procedures for Citywide records disaster recovery; research FEMA legislation and stays current on updates.
• Obtains State Archives approval for City's records retention schedule.
• Travels to and attends team and organizational meetings, training, events and activities and appropriately and professionally represents the department.
• Ability to work outside of regular business hours to include Council Meetings

Other Job Functions

• Performs other duties as assigned.

Knowledge Skills and Abilities

• Solid knowledge of City ordinances, rules and policies, and state and federal laws and regulations that are applicable to records and document management.
• Solid knowledge of business and technical processes of local government records management.
• Strong knowledge and technical understanding of document management and enterprise content management systems, components, and functionality.
• Strong knowledge of the Colorado Open Records Act (CORA).
• Strong customer focus and customer service skills.
• Strong attention to detail with a high degree of accuracy.
• Strong organizational skills and ability to be flexible and work well in an environment with constant interruptions and changing priorities.
• Solid computer and technical skills with ability to administer and utilize software systems to manage data and create documents, spreadsheets, presentations and/or reports.
• Strong ability to maintain confidentiality when working with sensitive and confidential information.
• Ability to effectively communicate information, both verbally and in writing, to support organizational objectives and interact with all levels of personnel within the city in a positive and cooperative manner.
• Must be able to operate a motor vehicle.

License & Certification

• A valid Colorado driver’s license and acceptable driving record is required.

Education Degree

• Bachelors Degree (BA, BS, BBA)

Education Major

• Business, Library Science or Public Administration

Education Required

• An equivalent combination of education and experience may be considered.

Work Experience Related

• Three (3) years of related experience in records management or enterprise content management.