Records and Information Analyst

Nature of Work

Join the City of Bellingham's Finance Department City Clerk team as a Records & Information Analyst, where you'll design and improve citywide records systems, drive digital transformation, and ensure regulatory compliance.

THIS INTERNAL OPPORTUNITY IS OPEN TO QUALIFIED REGULAR EMPLOYEES OF THE CITY OF BELLINGHAM ONLY.

Salary and Benefits Information:

The current full salary range for this position is $7,354/month - $8,910/month. Employees receive step increases annually in accordance with the Teamsters Collective Bargaining Agreement and City policy.

Research has demonstrated that salary negotiation can further inequality due to bias across gender and race. To prevent negotiation bias, the City places new employees within the published salary range based on qualifications and professional experience as listed on the application material, in accordance with City policy. This is in line with the City's commitment to accessibility, diversity, equity, and inclusion. Candidates who exceed the minimum experience requirements shall be given credit for advanced step placement at the rate of one additional pay step for each two full years of directly related or equivalent professional experience beyond the minimum requirements. Candidates who meet minimum qualifications or have experience that is not directly related or in a lower-level position will be placed at step one in the salary range. For positions that require a bachelor’s degree, one additional step may be granted for applicants with a master’s degree in a related field when the master’s degree is not required to meet minimum qualifications. The City's HR Department regularly evaluates minimum qualifications to provide equitable employment opportunities.

For internal candidates, placement within the range is based on City Pay Placement Procedures.

At the City of Bellingham, we offer a comprehensive benefits package that helps you thrive in both your career and personal life. Join our team and enjoy peace of mind knowing that you and your loved ones are well cared for. Here’s a closer look at the outstanding benefits that come with being part of our team. You can find more details on our employment benefits page and labor agreements page.

• 10 hours of vacation leave per month, with increased accrual over time
• 12 paid holidays 1 floating holiday per year
• 8 hours of sick leave accrued monthly
• Medical, dental, and vision insurance for employees and their families
• Life insurance and long-term disability coverage
• Flexible spending accounts and medical insurance opt-out program
• Access to an Employee Assistance Program (EAP)
• Washington State Retirement plan (DRS) for retirement security
• Optional 457 deferred compensation (Retirement Savings Plan) with employer match

Leave accruals are based on 1.0 FTE, accruals are pro-rated if part-time and require employees to be in paid status at least 120 hours/month.

Closing Date/Time: Mon. 03/03/25, 8:30 AM Pacific Time

• Serves as the City’s records subject matter expert. Develops and manages the essential records programs, records disposition, and transfer systems and programs. Leads City records projects and initiatives.
• Analyzes and classifies departmental records and identifies business process needs. Responds to questions and resolves problems with record management systems, including application workflows and physical organization of records.
• Reviews the effectiveness of the City’s record-keeping practices, records management and public disclosure systems and proposes recommendations and solutions for improvement.
• Serves as document management system administrator. Configures permissions, testing, and provides user support. Works with ITSD to control access to records systems data and provides support of records systems through the ITSD Help Desk.
• Collaborates with ITSD to implement complex workflow processes, document loadings, and scan queues. Develops and documents workflow processes to create efficiency in the operation of record systems.
• Provides training and guidance to City staff on managing public records. Provides initial training for new users, training on new processes or group training on use-specific functionality. Develops user procedures, guidelines, and documentation.
• Develops and implements Citywide records management policies. Conducts research and remains informed on emerging trends in records and information management. Develops and recommends policies and procedures. Ensures compliance with applicable laws and regulations, including retention schedules and other related requirements.
• Audits and evaluates records systems to determine condition, needs, compliance, technical changes, and progress toward records management goals. Works with departments to design new or modified systems.

• In the absence of the Deputy City Clerk, serves as the backup Public Records Officer and assists with document management responsibilities.
• Provides support and guidance to the Records and Public Disclosure Coordinator.
• Serves as backup to other division staff as assigned.
• Performs other related work of a similar nature or level.

• Frequently communicate accurate information and ideas with others;
• Frequently operate a computer and other office equipment, such as a keyboard, mouse and phone;
• Occasional travel between work sites;
• Occasionally transport objects weighing up to 50 pounds.

Experience and Training

• Associate’s degree in systems administration, records management and information systems, public or business administration or related field.
• Four years of progressively responsible experience utilizing and supporting records systems in a complex enterprise setting, preferably in a municipal environment.
• Two years of experience supporting computer systems including experience in systems implementation.
• ARMA or AIIM certification preferred.
• Experience utilizing Hyland OnBase system preferred.
• Knowledge of the Public Records Act or Public Records Officer certificate preferred.
• Knowledge of E-Discovery tools preferred.
• Ability to complete OnBase Administration Certification within 12 months of hire.

• An equivalent combination of education and experience sufficient to provide the applicant with the skills, knowledge, and ability to successfully perform the essential functions of the job will be considered. Necessary knowledge, skills and abilities would include a thorough knowledge of municipal records processes and data.

Necessary Special Requirements

• Employment contingent upon passing a criminal convictions check, local background check, and fingerprinting. Subject to re-check every five years.
• Verification of ability to work in the United States by date of hire.
• Complete and maintain the Criminal Justice Information Services (CJIS) Security Awareness Certification within three months of hire.
• Failure to obtain the required certification within established time limits will result in termination of employment.
• Agreement to and signature of a Privileged Access Confidentiality Agreement.

Selection Process

**You are encouraged to print a copy of this job announcement for your reference as the process moves along**

• Please indicate why you are interested in this position, and why this position is the next right step for you in your career.
• Provide a brief summary of your education, experience and qualifications for this position.

Please ensure your application is complete and all required information has been provided. Standard completeness means all application fields (contact information, personal information, education, work experience, references, and supplemental questions). Application materials should comprehensively document your experience and skills related to the position responsibilities and experience/training requirements. As part of the City’s commitment to reducing bias in the hiring process, Human Resources redacts personally identifiable information for reviewers. Only the documents listed as required will be reviewed.

Please Note: Candidates will receive updates regarding application status via email. Please be sure to check your email frequently, including your spam folders for messages filtered by your email providers.

Equal Opportunity:

Our environment is characterized by respect for cultural backgrounds, belief systems, and ethnic diversity. The City of Bellingham is an Equal Opportunity Employer and values diversity in its work force. We do not make decisions on the basis of an individual's race, religion, creed, color, national origin, sex, marital status, age (40 ), disability, retaliation, sexual orientation or gender identity, honorably discharged veteran or military status, status as a victim of domestic violence, sexual assault, and stalking, use of a trained dog guide or service animal by a person with a disability, or any other basis prohibited by local, state, or federal law. All are encouraged to apply for employment.

Fair Hiring Practices

• The City provides individuals who have been arrested or convicted of a criminal offense an equal and fair opportunity to obtain employment.
• The City will not inquire about an applicant's criminal history until after a conditional job offer has been made.
• The City will disregard the prior arrest and conviction record of an otherwise qualified individual unless the offense is directly related to the job position for which the individual has applied.
• The City will notify an otherwise qualified applicant about a potentially disqualifying conviction and give the applicant an opportunity to submit information regarding the accuracy of the criminal records as well as evidence of mitigation or rehabilitation, as appropriate.