City Records Coordinator

Description

Are you someone who is ready to make a difference within their local community? If so, the City of Flagstaff is seeking a qualified individual to join our team!

As the City’s newest City Records Coordinator, you will actively support and uphold the City’s stated mission and values.

Under direct supervision of the City Clerk, oversees the City’s records management program to ensure compliance with City, State, and Federal regulations regarding reporting, digitalization, storage, retrieval, retention, and destruction of electronic and paper-based records.

By applying to this position, you are opening yourself to the opportunity to work in a critical division program and make a significant impact on our employees and the community we serve.

Examples of the Work Performed

• Provides excellent customer service to both internal and external customers.
• Develops, implements, administers, and maintains a comprehensive citywide records management program in accordance with all federal, state, local, and case law requirements.
• Administers the day-to-day operations of the City’s records management program to ensure and enforce compliance with all applicable laws regarding archival, destruction, retrieval, and storage of City records.
• Reviews, interprets, communicates, and monitors laws, regulations, policies, procedures, and standards related to records management functions.
• Conducts records inventories and surveys to assist City divisions in the application and implementation of record management policies, procedures, and techniques and provides strategies and guidance for the efficiency, effectiveness, and quality of recordkeeping practices throughout all City divisions.
• Establishes and annually updates a disaster recovery plan to ensure preservation of essential and historical records.
• Plans, develops, and establishes methods and procedures to standardize filing and protect and retrieve records, reports, and other information contained on paper, computer programs, email, or other media for the systematic retention, transfer, storage, and disposal of records as required by law; monitors and directs compliance with such policies, procedures, and schedules throughout the organization.
• Maintains, disposes, and preserves official City documents and supervises the storage and protection of the City’s permanent records.
• Manages current and future documentation and reviews permanent, non-permanent, and related records to determine retention and purpose.
• Evaluates requests for implementation of imaging in divisions; prepares and submits required forms for imaging implementation to State Library and Archives.
• Annually reviews and updates retention schedules for all City divisions; studies and identifies division functions and the records series that document and support them.
• Develops and maintains a City Records Management Manual that is reviewed and updated annually.
• Responds to inquiries regarding interpretation of policies, procedures, precedents, rules and regulations, and federal, state, and local laws as applicable to records management.
• Develops, orchestrates, and leads annual records management and public record trainings.
• Oversees destruction of eligible documents per State retention schedules.
• Identifies and prepares documents for off-site storage.
• Collaborates with City Attorney’s Office to respond to records subpoenas, administer litigation holds, review documents for confidentiality, and to research, understand, and implement Arizona Revised Statutes.
• Stays abreast of new trends and innovations in the field of records management, monitors updates to the retention schedules submitted by State Library and Archives, and notifies appropriate divisions of changes in regulations that affect their schedules.
• Accepts legal documents on behalf of the City.
• Acts as custodian of official City records and prepares official documentation regarding the annual records destruction process.
• Explains, justifies, and defends records management policies, and activities.
• Administers the citywide public records request process including development and implementation of policies and procedures, and implementation of any electronic systems to achieve and maintain timely responses to requests. Maintains current inventory and reports on all public record requests.
• Receives all citywide public records requests and oversees the distribution, routing, collection, possible redaction, and release of information to the public. Ensures frequent communication is coordinated with the requestor, other City divisions, and the City Attorney’s Office throughout the process. Creates, implements, and manages the City’s retention schedules.
• Manages the records warehouse through regular audits, coordination of destruction schedule, and keeping it organized, clean, and free of debris.
• Advises employees exiting the organization on responsibilities regarding legal disposition of records and penalties for unauthorized destruction and provides assistance in the disposition of files and email in accordance with approved retention schedules.
• May assist in Council activities by attending meetings, taking minutes, and providing administrative support.
• Performs related duties, as assigned.

Qualifications

MINIMUM REQUIREMENTS

• A Bachelor’s degree from an accredited college or university with coursework in public administration, history, library science, or a related field
• Two years of experience in records management, libraries, City Clerk’s office, or a related field.
• Must obtain (or be working toward) Certified Records Manager, Records Information Manager, and/or Certified Information Professional certifications designation within five years of employment.
• Or any combination of education, experience, and training equivalent to the above Minimum Requirements.

DESIRED EXPERIENCE AND TRAINING

• Five years of experience in records management.

OTHER REQUIREMENTS

• Must possess, or obtain upon employment, a valid Arizona driver’s license.
• Regular attendance is an essential function of this job to ensure continuity.

Supplemental Information