What are the responsibilities and job description for the Records Management Specialist position at City of San Luis, AZ?
Salary : $45,801.60 Annually
Location : San Luis, AZ
Job Type : Full-time
Job Number : 2024-00072
Department : City Clerk
Opening Date : 02 / 26 / 2025
Closing Date : Continuous
ABOUT THE POSITION
YOUR FUTURE BEGINS HERE!
Join one of the fastest-growing cities in Arizona and the youngest in Yuma County!
As the Records Management Specialist, you will :
- Manage and organize documents and records for the City of San Luis
- Receive, register, organize, maintain, and release City records in compliance with Federal, State and Local laws as well as building codes and regulations.
- Monitor records maintenance procedures, expiration schedules, fee structures, and relevant ordinances, codes, and regulations to ensure proper records storage and distribution.
- Develop records catalogs, databases; organizes storage facilities; and establishes records request and release protocols.
- Utilize automated office software to create, edit, update, and revise databases and spreadsheets that generate reports.
- Review, modify and inspect various forms, requests, and schedules for compliance with Federal, State and local laws and agency regulations.
- Respond to inquiries and questions from the general public.
- Establish and maintain an active, continuing program for the economical and efficient management of the public records of the city.
- Serve as liaison to Arizona State Library, Archives, and Public Records, ensuring the city's compliance with rules, regulations, standards, and procedures established by Arizona State Library, Archives, and Public Records.
- Develop necessary standards and procedures regarding records management, including filing and retrieving of active records, records inventory and appraisal, inactive file management and retrieval, and management and control of essential records.
- Educate city officials and employees in all areas of records management.
- Assist departments in establishing and updating city records retention and disposition schedules in conformity with legal, administrative, and fiscal constraints per §37.16(A) and (B).
- Establish and maintain a forms creation and control program.
- Monitor the preservation and maintenance of historical records.
- Coordinate document preparation for off-site storage as well as citywide purge(s) of all documents to be destroyed per State retention schedules.
- Participate in the accomplishment of organizational goals and objectives regarding records management.
- Exhibit a service orientation toward customers and maintains productive working relationships.
- Process records requests for both external and internal customers.
- Perform other related duties as assigned.
IDEAL CANDIDATE
Possess knowledge of :
Possess the ability to :
Be skilled in :
MINIMUM REQUIREMENTS
Required :
Desired / Preferred :
SUPPLEMENTAL INFORMATION
The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Demands
While performing the duties of this job, the employee is regularly required to sit, walk and stand; talk and hear; use hands to finger, handle, feel, or operate objects, tools, or controls; reach with hands and arms; and perform repetitive movements of hands or wrists. The employee is frequently required to lift up to 30 pounds unaided. Specific vision abilities required for this job include close vision and the ability to adjust focus.
Mental Demands
While performing the duties of this class, an employee uses written and oral communication skills; reads and interprets data, information, and documents; analyzes and solves problems; uses math and mathematical reasoning; performs highly detailed work; deals with multiple concurrent tasks; and interacts with others encountered in the course of work, including frequent contact with customers and / or the public and dissatisfied / abusive individuals.
Work Environment
The employee works in an office environment where the noise level is usually quiet. May be exposed to dirt and dust while working in off-site records management and storage facilities. Certain positions within the classification may require availability to work a flexible schedule.
The City of San Luis is committed to Professional Growth and Career Development -
Current employees may be given preferred consideration if they meet the position's minimum requirements.
OPEN UNTIL FILLED
Applications will be reviewed 10 days after the posting date, and interviews will be conducted if a pool of qualified applicants is determined.Interested incumbents are encouraged to apply promptly.
Candidates with the most relevant backgrounds will be invited to participate in the interview / assessment process.
The City of San Luis offers the following benefits to all full-time City employees :
MEDICAL / DENTAL / VISION INSURANCE - The City of San Luis is proud to provide medical, dental and vision insurance for it's employees which is administered by 90Degree Benefits. Dependent premiums are paid one month in advance and are pre-taxed. Additional information regarding medical, dental and vision benefits may be requested from the Human Resources Department.
ARIZONA STATE RETIREMENT SYSTEM (ASRS) - City employees are required to enroll in the Arizona State Retirement System.
ARIZONA STATE RETIREMENT SYSTEM (ASRS) - LONG TERM DISABILITY (LTD)
SOCIAL SECURITY AND MEDICARE-
FICA (Social Security Tax) - Employee Contribution- 6.20%
Medicare - Employee Contribution - 1.4500%.
PAID TIME OFF (PTO) -
Vacation Leave Accruals (Based on years of service and accrued on bi-weekly basis)
Sick Leave - 3.69 hrs.
LIFE INSURANCE - The City provides eligible employees with a Life Insurance and Accidental Death and Dismemberment (AD&D) benefit. This plan is administered by Standard.
Basic Life Benefit - $50,000.00
AD&D Benefit - $50,000.00
DISABILITY INSURANCE - Disability insurance is available to all employees who work 30 or more hours per week.
Short-Term Disability - Coverage begins on the 15th day of injury or sickness.
Duration of Benefits - 180 days
Benefits Percentage- 66.67%
Waiting Period - 14 days
Maximum Weekly Benefit : $2,000.00
WORKER'S COMP - Insurance coverage for medical expenses and loss of income due to an on-the-job injury is provided by the City of San Luis for all employees.
Do you live in the United States and within 25 miles from the City of San Luis?
Do you have an active Arizona Driver's License?
What is your highest level of education?
How many years of experience do you have in records management or administrative municipal support?
Do you possess a National Association of Government Archives and Records Administration (NAGARA) Certificate?
Are you bilingual in Spanish?
Are you a veteran?
The information provided in your application must support your selected answers in the supplemental questions. The information you provide will be verified and documentation may be required. Please be as honest and accurate as possible. You may be asked to demonstrate your knowledge and skills in a work sample or during an interview. By completing this supplemental questionnaire, you are attesting that the information you have provided is accurate. Any misstatements, omissions, or falsification of information may eliminate you from consideration or result in dismissal.
Required Question
Salary : $45,802 - $50,000
