Municipal Records Management Team Lead

Full Salary Ranges: $61,500 - $83,100 Salary

Anticipated Hiring Ranges: $61,500 - $72,300 Salary

Why do I see two salary ranges?

The City of Greeley in compliance with Colorado state law, includes a salary range for all positions posted. This law is intended to improve wage transparency. The City of Greeley, in support of wage transparency posts both the full salary range for each position (what you might anticipate your earnings could be if you work for the City of Greeley for some time), as well as the anticipated hiring range (the range within which the city anticipates making an offer). The actual offer extended will be based on your years of relevant experience, education, certifications and potentially other factors.

City of Greeley's Total Rewards

The City of Greeley is proud to offer a robust benefits package in addition to your wages. This package includes health and wellness, retirement savings, discounted access to Greeley facilities and more.

Benefits: This position is benefits eligible. Please view our benefits guide here .

Job Summary: Perform a variety of administrative and customer service functions in support of the City Clerk's Office with primary responsibilities involving the City’s records and information management program, including oversight of the City’s Central Records Center; and secondary responsibilities involving special projects performed by the City Clerk's Office.

Experience, Knowledge, Skills:

Minimum Requirements

• Associate's degree.
• One (2) year of experience analyzing and applying processes and procedures.
  • Example(s): Able to read, understand and apply various statutory and local regulations and rules.

OR

• Any combination of related education, experience, certifications and licenses that will result in a candidate successfully performing the essential functions of the job.

Preferred

• Bachelor’s Degree.
  • Example(s): Able to read, understand and apply various statutory and local regulations and rules.

Knowledge, Skills, and Abilities

• Knowledge of procedures, practices or operations.
• Ability to follow detailed instructions.
• Knowledge of advanced complex software. Ability to prepare routine reports or correspondence.
• Experience analyzing and applying processes and procedures.
• Ability to read, understand and apply various statutory and local regulations and rules.
• Experience with Microsoft Office Suite (primarily Outlook, Word, Excel); Records Management software including LaserFiche, records inventory software; scanner; copier.

Essential Functions:

• Develop the City’s Records Information Management Program in manner that is compliant with best practices and legal requirements, including electronic records and storage.
• Develop training programs for City staff regarding records management. Oversee the maintenance, preservation, and destruction of public records, and work closely with departments to determine best processes for the systematic preservation of the total life cycle of records using both manual and automated processes as required.
• Administer the City’s records and document management software programs and related applications, including responsibility for assignment of licenses, security, and other rights to functionality; training users in group and individual settings; and establishing core parameters for their use.
• Develop and keep up to date a digitization strategy and framework for implementation across the organization to meet objectives for digitizing both back records and creating new documents born digitally or migrated within the appropriate framework, including developing options for file structures.
• Consult with users on their content management needs and advise on available options to capture, manage, store, preserve, share, and collaborate on content and documents.
• Work across all City departments to create and maintain a records inventory specific to each department’s needs and structure.
• Train departments in expectations for records management and retention in appropriate formats.
• Work with IT on integration of City systems to provide efficient and appropriate data maintenance, retention, and management.
• Provide policy framework, communication, and training to City staff regarding digital and physical records/document information management and personally identifiable information as well as other not public data to ensure compliance with all state statutes, city ordinances, adopted policies, and other laws and regulations regarding paper and electronic records.
• Coordinate all open records requests submitted under the Colorado Open Records Act (CORA), and partner with the City Attorney’s Office in advising City employees on compliance and best methods for responses. Develop policies and procedures for managing CORA requests, to include making software or other recommendations to ensure compliance with state law and the City’s policies.
• Manage the Central Records Center and the City’s inventory of physical records according to records retention schedules and policies.
• Oversee the physical storage of City documents to include arranging, indexing, and classifying all records and arranging for their efficient storage and maintenance.
• Oversee staff working in the Central Records Center or within the City’s records information management programs. Assign job duties and oversee work of those working in the Central Records Center or within RIM programs
• Perform internal reviews, audit, and quality control of data systems and electronic records. Work with IT on integration of city systems to provide efficient transfer of information to end users and manage retention on electronic records.
• Act as the City liaison to the state archivist.
• Assist in maintenance of records during emergency operations center activation; recommend, develop and implement emergency plans and procedures for Citywide records disaster recovery.
• Assist the City Clerk, Deputy City Clerk and Assistant City Clerks in performing the day-to-day operations of the City Clerk’s Office. Cross-trains within the Clerk’s Office to assist in the absence of the City Clerk, Deputy City Clerk or Assistant City Clerks

Communication

• Seek and provide information about Council meetings, agendas and about events and scheduling.
• Receive and request information regarding all program areas.
• Seek information regarding statutory compliance (such as contact with the Secretary of State's Office regarding elections; from the State Archivist regarding retention scheduling; and from members of the community regarding board/commission vacancies and activities; responding to Questions from business owners regarding liquor licensing; and members of the public seeking general information related to the Clerk's Office as well as general City-related injuries.
• Respond to requests for information regarding Council actions, Council meetings and events. Board/Commission appointment status as well as other Board/Commission questions, requests for files/documents needed for research, etc.

Problem solving and decision making

• Work tasks are not completely defined by comprehensive procedure; rather there may be limited, clear variations of precedent or alternative, defined solutions that should be considered. Latitude is expected to consider the most appropriate procedure or precedent to follow. Examples: A variety of laws (state & local) must be referenced and complied with in all functions in the program areas of Elections, Liquor Licensing, and Boards/Commissioners. There are local policies and industry best practices to utilize for Records Management, and a variety of local laws and policies related to the Clerk to Council function. For example, in order to respond to a question from a voter about which election ward the voter resides, the staff member must be aware of the ward boundaries, how and when those boundaries may change, and the on-line tools available to assist in determining ward residency.

Supervisory Responsibilities

• None

Work Environment and Physical Requirements:

Work Environment

• Primarily based in a standard office environment, which may involve working at a desk or workstation for extended periods.
• The noise level is generally low to moderate, consistent with a typical office setting.
• This position may occasionally require visits to outdoor or off-site locations for meetings or project work, depending on job responsibilities.
• The position may require occasional travel or commuting to other offices or locations.

Physical Requirements

• Be required to stand or walk periodically performing light to moderate physical activity.
• Occasionally bend, stoop, squat, climb stairs and a ladder, push, pull, or reach overhead.
• Perform tasks requiring fine motor skills, such as typing, writing, or handling small objects.
• The ability to lift and carry items weighing up to 10 pounds and on occasion up to 25 pounds.
• Frequent use of vision to read documents, view computer screens, and complete forms or reports.
• Frequent use of hearing to communicate effectively via telephone, electronic, and in-person conversations.

EOE Statement: The City of Greeley provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

ADA Statement: We are committed to an inclusive and barrier-free search process. We provide accommodations for applicants requesting accommodation through the search process such as alternative formats of this posting. Individuals with disabilities in need of accommodations throughout the search process should contact the ADA Coordinator at: HR@Greeleygov.com .

Conditions of Employment: Candidates must successfully complete all pre-employment screenings and employment eligibility verification. Pre-employment screenings include a drug test, a background and national sex offender search, a motor vehicle record search, and for some positions, a physical demands evaluation. For more information about City policies and practices during the recruitment process, including but not limited to EOE, Reasonable Accommodation, and pre-employment screenings, please visit our career page HERE.