Records Analyst (City of Littleton)

Salary

See Position Description

Location

Littleton, CO

Job Type

Full-time

Job Number

2401041

Department

City Clerk - City Clerk

Opening Date

03/11/2024

Closing Date

Continuous

**Description**

The City of Littleton has a new opportunity for a Records Analyst to perform professional, administrative and technical functions on behalf of the City Clerks Office. This will primarily include administration of the citys records and document management programs and systems. This position will have the opportunity to assist in the development of records keeping policies and procedures, develop and facilitate records related trainings, and cross train in all aspects of the City Clerks Office.

Ideal candidates are detail oriented, skilled in taking initiative and following through on projects and requests, and will have experience with all aspects of records management and a strong desire to grow their career in municipal government.

The City of Littleton is a vibrant community south of Denver and is consistently voted as one of Americas Best Small Cities (https://www.littletonco.gov/Government/Departments/Communications-Marketing-Events/Honors-Awards-and-Recognition) ,and one of Colorados top five places to Raise a Family (https://livability.com/topics/where-to-live-now/5-best-cities-for-families-in-colorado/) . Home to a vibrant and historic downtown, and a variety of shopping venues, restaurants, parks and trails, there is a lot to offer to the wonderful people who live and work here. The City of Littleton offers outstanding benefits and perks to our employees. For more information, please see the 2024 Benefit Guide (https://www.littletonco.gov/files/sharedassets/public/v/1/human-resources/documents-hr/2024-city-of-littleton-benefit-guide.pdf) .

The City of Littleton believes in attracting and retaining the best talent and our strategies include **hiring in at market pay** and creating career development opportunities. In addition to your application, please submit a cover letter that describes why you are the best candidate for this position with the City of Littleton.

**Starting pay range $33.17 - $36.63 per hour**

This full-time position is non-exempt per FLSA and is eligible for overtime compensation.

**Work Schedule:** This full-time position will work 8:00 a.m. to 5:00 p.m., Monday through Friday. Must be available to work occasional night meetings. Option for flexible schedule available.

**Application Deadline** : Applications will be accepted until finalists are identified or the position is filled, but **preference will be given to complete applications received by March 31, 2024.** Those who do not apply by this date may or may not be considered.

**Essential Duties & Responsibilities**

Under general supervision by the city clerk, responsible for day-to-day maintenance and support of the citys records and document management.

Meets with departments to document current recordkeeping processes and procedures, determine needs, make recommendations, and provide related training.

Consults with users on Laserfiche storage and recordkeeping needs; advises on available options to capture, manage, store, preserve, share and collaborate on content and documents.

Provides user training on how to appropriately use Laserfiche.

Collaborates with system vendors and information technology (IT) staff to design, deploy, troubleshoot and fix solutions for optimal systems operations.

Assists City Clerk with 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 Attorneys Office and advises city employees on compliance and best methods for responses.

Recommends, updates and implements records management policies, classification systems and retention schedules and informs or educates employees on changes.

Manages records inventory according to records retention schedules and policy.

Oversees the physical and digital storage of city documents to include: arranging, indexing, and classifying all records and arranging access to information.

Coordinates the process of changing from paper to electronic records management systems for various internal customers.

Maintains City Clerks 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.

Coordinates with city clerk to maintain records during emergency operations center activation; recommends, develops and/or implements emergency plan and procedures for citywide records disaster recovery; researches FEMA legislation and stays current on updates.

Attends business meetings, conferences and other relevant activities that may take place outside of normal business hours and may require travel to off-site locations.

Cross trains and performs as back up to the City Clerk or Deputy City Clerk as needed.

Other similar duties and projects as required.

**Minimum Qualifications**

Bachelors degree; and

Three (3) years of related records management experience including administering an electronic records management system such as Laserfiche;

**OR**

An equivalent combination of education, training and work experience that produces the knowledge, skill, and ability to perform the essential duties and responsibilities of the position may be considered.

Must be able to pass a pre-employment criminal background check.

Ability to obtain Certified Municipal Clerk (CMC) certification and Certified Records Manager (CRM) certification (city will pay for training and certification).

**Preferred Qualifications:**

Experience using Laserfiche for records management

Municipal or other government experience

Experience with Colorado Open Records Act (CORA) requests

**Knowledge, Skills, Abilities**

Knowledge of city ordinances, rules and policies, and state and federal laws and regulations that are applicable to records and document management.

Knowledge of business and technical processes of local government records management.

Strong commitment to providing excellent customer service and ability to maintain effective working relationships and interact with all levels of personnel within the city, as well external vendors, customers and the public in a positive and cooperative manner.

Strong attention to detail with a high degree of accuracy.

Strong organizational skills and ability to manage and adapt to constantly changing priorities and deadlines.

Advanced technical skills with ability to administer and utilize software systems to manage data and create documents, spreadsheets, presentations and/or reports.

Strong understanding of concepts and technical aspects of records management including retention schedules and best practices, file naming conventions, catalog records, security, functions, and metadata.

Strong ability to maintain confidentiality when working with sensitive and confidential information.

Strong communication skills and ability to effectively communicate and present information, both verbally and in writing, to a variety of audiences to support and meet organizational objectives.

Ability to exercise tact and diplomacy in all situations.

Ability to consider and assess potential short-term and long-term impact of decisions.

Proficient in exercising initiative and judgment as well as making decisions within the scope of assigned authority.

Ability to work effectively both independently and as part of a team.

Exercises appropriate level of initiative and judgment to make decisions within the scope of assigned authority.

**WORKING ENVIRONMENT & PHYSICAL ACTIVITIES:**

The essential duties/activities for the position are performed indoors in a standard indoor office/reception area environment.?Physical activities include the ability to:? stoop and lift, carry, push or pull objects weighing 40 pounds or less with or without assistance, the ability to read handwritten or typed documents and enter data enter computer systems.

**Equal Employment Opportunity**

The City of Littleton is an Equal Employment Opportunity employer and intends to provide equal employment opportunities to all employees and job applicants regardless of age, ancestry, color, disability, gender expression, genetic information, marital status, national origin, pregnancy, race, religion, sex, sexual orientation, veteran status or any other non-job related characteristic, and to hire and retain the best-qualified individuals without regard to any of these factors. This prohibition includes unlawful harassment based on a protected class.

The City of Littleton will consider reasonable accommodations throughout the recruitment process and employment. Applicants and employees can request an accommodation by contacting Human Resources at 303-795-3857 or emailing hr@littletongov.org .

**Drug- and Alcohol-Free Workplace**

The City of Littleton is committed to the health and safety of all its employees. To ensure a safe and productive work environment the city prohibits the use, sale, dispensation, manufacture, distribution or possession of alcohol, drugs, controlled substances or drug paraphernalia on any city premises or worksites. No employee shall report to work or be at work with alcohol or with any detectable amount of prohibited drugs in the employee's system. A detectable amount refers to the standards generally used in workplace drug & alcohol testing. This prohibition specifically includes marijuana, and decriminalized psychedelics whether used for medical purposes or obtained legally under state law.

The City of Littleton provides a comprehensive total compensation package for regular part-time and regular full-time employees.

Please vist the link below to view our Benefit Guide:

2024 City of Littleton Benefit Guide (https://www.littletonco.gov/files/sharedassets/public/v/1/human-resources/documents-hr/2024-city-of-littleton-benefit-guide.pdf)