Records & Information Management Specialist

Reports to:  Business Services Director                                                                                                     

Job Summary:  This position is responsible for coordinating the HBPW’s records and information management activities, including administering enterprise-wide document management systems, coordinating the work of the HBPW’s Information Governance committee, and identifying, organizing, storing, retrieving, and properly disposing of utility records and information.

Essential Duties

·       Support and implement HBPW records and information management (RIM) policy and framework.

·       Ensure legal compliance with State of Michigan standards on record retention, storage, access/security, and disposal.

·       Serve as HBPW’s primary Freedom of Information Act (FOIA) coordinator.

·       Develop, implement and maintain computerized and manual records management systems for HBPW’s official documents, including retention, storage and retrieval systems.

·       Develop or configure records management system features, such as user interfaces, access profiles, and workflows.

·       Identify and classify records and information according to characteristics such as security level, function, retention requirements, and metadata.

·       Locate and retrieve records from archives and storage upon request.

·       Coordinate information exchange with various departments of City and the City Attorney, including identifying records that are responsive to subpoenas.

·       Train and assist employees in proper records management practices.

·       Serve as backup for CivicWeb meeting document management system.

·       Perform all other tasks as assigned.

Essential Qualifications

·       Excellent organizational skills.

·       Bachelor’s degree in Business, Public Administration, Library Science or related field; or equivalent education and experience.

·       At least four years’ experience in records management or related administrative experience.

·       Computer skills necessary to effectively administer and use records management software, word processing, database, and spreadsheet software applications.

·       Ability to maintain a high standard of confidentiality.

·       Self-directed and self-motivated.

·       Interpersonal skills necessary to work productively with all levels of organizational staff.

Preferred Qualifications

·       Effective workplace skills as demonstrated through WorkKeys assessments (Workplace Documents – 5, Applied Math – 5, Graphic Literacy – 5).

·       Experience with high volume controlled/confidential document management, such as would be encountered in legal, medical, pharmaceutical, or employee benefits support roles.

·       Experience with Microsoft SharePoint and the Microsoft 365 suite of products.

Physical Requirements & Working Conditions

·       Ability to perform the essential duties of the job.

·       Ability to sit or stand and work at a keyboard for extended periods of time.

·       Ability to climb vertical ladder.

·       Ability to lift, push, pull, or carry up to 50 pounds.

·       Mental ability to frequently handle pressures related to working on multiple projects requiring attention to detail and dealing with the concerns of employees.

·       Normal office environment with minimum discomfort due to noise, dirt and dust.

This job description is intended to describe the general nature and level of work being performed by a person assigned to this position.  It is not to be construed as an exhaustive list of all job duties assigned to or required of this position.

Employment will be contingent upon favorable results of a background check, pre-employment physical and drug screening.  Given our safety-sensitive industry, our workplace is alcohol and drug free (including marijuana and THC items).