What are the responsibilities and job description for the Records Management Specialist position at City of Lake Stevens?
JOB
Now Hiring Records Management Specialist!The ideal candidate will possess experience in records management and familiarity with municipal or public sector operations, including an understanding of: Washington State records retention schedules for local government Washington State Public Records Act, including exemptions rules, disclosure timelines and document production Municipal organization, structure, policies, procedures, practices and objectives.POSITION PURPOSE: Under the Municipal Services Division, this position performs a variety of records management tasks, including but not limited to, researching, analyzing, and processing city records. The incumbent performs work under general supervision and assists in the administration of the division’s programs and services. The Records Management Specialist develops, maintains and trains staff on records management policies, procedures, and retention practices. This position ensures proper and timely disposition of records, including responding to public requests for records. A great Records Management Specialist will know what you have, where you have it, and how long you need to keep it! About City of Lake StevensLake Stevens is a vibrant and growing community - the second fastest-growing city in Snohomish County - with a population of over 40,000 makes us the 4th largest city in the county. Lake Stevens is generally a residential community with access to numerous commercial, retail and recreational opportunities. Of course, the crown jewel of the community is the lake itself, which boasts some of the greatest water recreational opportunities in the county. Lake Stevens is also uniquely situated, being close to the lake, ocean, and Cascade mountains, to take advantage of many outdoor activities. The Lake Stevens Schools are excellent and coupled with a city priority of parks and increased walkability, makes Lake Stevens an ideal place to raise a family.The City of Lake Stevens operates under the mayor-council system. The city’s motto, “One Community Around the Lake”, embodies our quality of life, top-ranked school district, and the City Council’s commitment to providing excellent services and amenities for its residents.Why City of Lake Stevens?Work-Life Balance - We are committed to ensure that our staff experience the reward of public service, while also sustaining a routine that suits each individual's lifestyle. Flexible Work Schedules- The city offers a variety of work schedules to include potential hybrid/remote work dependent on meeting business necessities and supervisor approval.Work Where you Live! The City of Lake Stevens offers a comprehensive benefits package including: Retirement- through the Washington State Department of Retirement Systems.Deferred Compensation- with city match.Excellent healthcare options- including medical, dental, vision insurance, city-paid life insurance and long-term disability, health savings accounts (HSA), and Health Reimbursement Accounts (HRA/VEBA).Paid leave- including paid sick leave, paid vacation, flexible holidays, paid holidays, and bereavement leave.Tuition reimbursement!See our benefits page for a complete list of all the benefits available to the City of Lake Stevens employees.
EXAMPLE OF DUTIES
ESSENTIAL DUTIES AND RESPONSIBILITIES -- Essential duties and responsibilities may include, but are not limited to, the following: Uses records keeping expertise and organizational skills to establish development standards and procedures for implementation of a paper/electronic records preservation system and management City-wide including records inventory and indexing consistent with State law and retention schedules. Develops and maintains digital and paper filing systems in compliance with administrative, legal and financial requirements; maintains retention and disposal schedules; destroys and archives records appropriately.Processes public disclosure requests in compliance with laws, regulations and policies; works with city staff to identify, exempt and produce responsive records; searches paper files and queries electronic systems to identify and retrieve responsive records; quotes and processes payments for requests.Assists in the development and delivery of city-wide training materials regarding records management. Oversees the records storage areas of the City Hall building by accessing, storing and retrieving files, boxes, and other records; conducts record inventories and prepares reports and makes recommendations for more efficient and effective storage of City records.Converts paper records to electronic records as requested; assists with regular updates to electronic records available on the City website.Assists with the maintenance, tracking and updates to city-wide policies; assists with the city’s policy file management.Posts ordinances and resolutions on the website after passage by City Council.Manages updates of the Municipal Code; coordinates with other city staff for code updates; conducts regular reviews of code to ensure it is relevant and up to date.Creates reports, correspondence and other materials as requested by administration.Maintains confidentiality of business records, materials and communication concerning city business.Maintains regular, predictable and reliable attendance.PERIPHERAL DUTIESProvides back-up to other division employees when necessary.Provides clerical support to the City Administrator and Mayor as necessary.Assists other departments with clerical work or special projects as needed.Performs other duties as assigned.PHYSICAL DEMANDS AND WORK ENVIRONMENT: Please see the attached questionnaire and below for position specific physical requirements and typical working conditions. The physical demands and work environment characteristics described in the attached form and below are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disability to perform the essential functions. While performing the duties of this job, the incumbent is regularly required to use hands to finger, handle, or feel; talk; and hear. The incumbent frequently is required to sit for extended periods of time and type on a keyboard for extended periods of time. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move boxes, files or other supplies up to 50 pounds. Specific vision abilities required by this job include close, distance, color, and peripheral vision; depth perception; and the ability to adjust focus.Work is performed in a typical office environment subject to working outside of normal working hours to meet critical timelines or to provide support in department emergency response events. While performing the duties of this position, the incumbent is subject to multiple interruptions by telephones and walk-ins by employees, elected officials and citizens; may be exposed to individuals who are irate or hostile. The noise level in the work environment is usually moderate.Typical business office machinery and equipment include, but not limited to, personal computer including database program, spreadsheet and word processing software, printer, telephone, scanning equipment, copy machine, and projector. Evening or variable hours may be required.
SUPPLEMENTAL INFORMATION
How to ApplyApplications for this recruitment will be accepted electronically. Your relevant experience may be evaluated to determine salary. Therefore, it is very important that the “Work Experience” portion of the application be completed in as much detail as possible. In order to be considered for this opportunity, please include the following with your online application: An attached resume outlining (in reverse chronological order) your experience to date.An attached cover letter that further explains your qualifications and indicates why you believe you are a viable candidate for this role.Contact details for a minimum three (3) individuals who can attest to your work performance, technical skills, and job-related competencies. This information can be entered in the “References” section of the online application; does not require an additional attachment.The City of Lake Stevens is an Equal Opportunity Employer and does not unlawfully discriminate on the basis of race, sex, age, color, sexual orientation, religion, national origin, marital status, genetic information, veteran’s status, disability, or any other basis prohibited by federal, state or local law. There are no limitations to who's a best fit to serve this community. If we contact you for an interview and you need specific accommodations, please let us know. Please contact Human Resources at (425) 622-9400, ten (10) days in advance to allow time for us to make proper arrangements. You're also welcome to mail your request to City of Lake Stevens Human Resources, P.O. Box 257, Lake Stevens, WA 98258; or email to HR@lakestevenswa.gov.
Now Hiring Records Management Specialist!The ideal candidate will possess experience in records management and familiarity with municipal or public sector operations, including an understanding of: Washington State records retention schedules for local government Washington State Public Records Act, including exemptions rules, disclosure timelines and document production Municipal organization, structure, policies, procedures, practices and objectives.POSITION PURPOSE: Under the Municipal Services Division, this position performs a variety of records management tasks, including but not limited to, researching, analyzing, and processing city records. The incumbent performs work under general supervision and assists in the administration of the division’s programs and services. The Records Management Specialist develops, maintains and trains staff on records management policies, procedures, and retention practices. This position ensures proper and timely disposition of records, including responding to public requests for records. A great Records Management Specialist will know what you have, where you have it, and how long you need to keep it! About City of Lake StevensLake Stevens is a vibrant and growing community - the second fastest-growing city in Snohomish County - with a population of over 40,000 makes us the 4th largest city in the county. Lake Stevens is generally a residential community with access to numerous commercial, retail and recreational opportunities. Of course, the crown jewel of the community is the lake itself, which boasts some of the greatest water recreational opportunities in the county. Lake Stevens is also uniquely situated, being close to the lake, ocean, and Cascade mountains, to take advantage of many outdoor activities. The Lake Stevens Schools are excellent and coupled with a city priority of parks and increased walkability, makes Lake Stevens an ideal place to raise a family.The City of Lake Stevens operates under the mayor-council system. The city’s motto, “One Community Around the Lake”, embodies our quality of life, top-ranked school district, and the City Council’s commitment to providing excellent services and amenities for its residents.Why City of Lake Stevens?Work-Life Balance - We are committed to ensure that our staff experience the reward of public service, while also sustaining a routine that suits each individual's lifestyle. Flexible Work Schedules- The city offers a variety of work schedules to include potential hybrid/remote work dependent on meeting business necessities and supervisor approval.Work Where you Live! The City of Lake Stevens offers a comprehensive benefits package including: Retirement- through the Washington State Department of Retirement Systems.Deferred Compensation- with city match.Excellent healthcare options- including medical, dental, vision insurance, city-paid life insurance and long-term disability, health savings accounts (HSA), and Health Reimbursement Accounts (HRA/VEBA).Paid leave- including paid sick leave, paid vacation, flexible holidays, paid holidays, and bereavement leave.Tuition reimbursement!See our benefits page for a complete list of all the benefits available to the City of Lake Stevens employees.
EXAMPLE OF DUTIES
ESSENTIAL DUTIES AND RESPONSIBILITIES -- Essential duties and responsibilities may include, but are not limited to, the following: Uses records keeping expertise and organizational skills to establish development standards and procedures for implementation of a paper/electronic records preservation system and management City-wide including records inventory and indexing consistent with State law and retention schedules. Develops and maintains digital and paper filing systems in compliance with administrative, legal and financial requirements; maintains retention and disposal schedules; destroys and archives records appropriately.Processes public disclosure requests in compliance with laws, regulations and policies; works with city staff to identify, exempt and produce responsive records; searches paper files and queries electronic systems to identify and retrieve responsive records; quotes and processes payments for requests.Assists in the development and delivery of city-wide training materials regarding records management. Oversees the records storage areas of the City Hall building by accessing, storing and retrieving files, boxes, and other records; conducts record inventories and prepares reports and makes recommendations for more efficient and effective storage of City records.Converts paper records to electronic records as requested; assists with regular updates to electronic records available on the City website.Assists with the maintenance, tracking and updates to city-wide policies; assists with the city’s policy file management.Posts ordinances and resolutions on the website after passage by City Council.Manages updates of the Municipal Code; coordinates with other city staff for code updates; conducts regular reviews of code to ensure it is relevant and up to date.Creates reports, correspondence and other materials as requested by administration.Maintains confidentiality of business records, materials and communication concerning city business.Maintains regular, predictable and reliable attendance.PERIPHERAL DUTIESProvides back-up to other division employees when necessary.Provides clerical support to the City Administrator and Mayor as necessary.Assists other departments with clerical work or special projects as needed.Performs other duties as assigned.PHYSICAL DEMANDS AND WORK ENVIRONMENT: Please see the attached questionnaire and below for position specific physical requirements and typical working conditions. The physical demands and work environment characteristics described in the attached form and below are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disability to perform the essential functions. While performing the duties of this job, the incumbent is regularly required to use hands to finger, handle, or feel; talk; and hear. The incumbent frequently is required to sit for extended periods of time and type on a keyboard for extended periods of time. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move boxes, files or other supplies up to 50 pounds. Specific vision abilities required by this job include close, distance, color, and peripheral vision; depth perception; and the ability to adjust focus.Work is performed in a typical office environment subject to working outside of normal working hours to meet critical timelines or to provide support in department emergency response events. While performing the duties of this position, the incumbent is subject to multiple interruptions by telephones and walk-ins by employees, elected officials and citizens; may be exposed to individuals who are irate or hostile. The noise level in the work environment is usually moderate.Typical business office machinery and equipment include, but not limited to, personal computer including database program, spreadsheet and word processing software, printer, telephone, scanning equipment, copy machine, and projector. Evening or variable hours may be required.
SUPPLEMENTAL INFORMATION
How to ApplyApplications for this recruitment will be accepted electronically. Your relevant experience may be evaluated to determine salary. Therefore, it is very important that the “Work Experience” portion of the application be completed in as much detail as possible. In order to be considered for this opportunity, please include the following with your online application: An attached resume outlining (in reverse chronological order) your experience to date.An attached cover letter that further explains your qualifications and indicates why you believe you are a viable candidate for this role.Contact details for a minimum three (3) individuals who can attest to your work performance, technical skills, and job-related competencies. This information can be entered in the “References” section of the online application; does not require an additional attachment.The City of Lake Stevens is an Equal Opportunity Employer and does not unlawfully discriminate on the basis of race, sex, age, color, sexual orientation, religion, national origin, marital status, genetic information, veteran’s status, disability, or any other basis prohibited by federal, state or local law. There are no limitations to who's a best fit to serve this community. If we contact you for an interview and you need specific accommodations, please let us know. Please contact Human Resources at (425) 622-9400, ten (10) days in advance to allow time for us to make proper arrangements. You're also welcome to mail your request to City of Lake Stevens Human Resources, P.O. Box 257, Lake Stevens, WA 98258; or email to HR@lakestevenswa.gov.
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