What are the responsibilities and job description for the Records Management Specialist position at City of San Luis?
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.
- Federal, state, and municipal guidelines, practices, principles, and regulations of records management.
- Record keeping and maintenance procedures and protocols.
- Office management practices and procedures.
- City organization, operations, policies, procedures, and rules.
- Municipal department organization and structure.
- Principles and practices of public administration.
- Plan, organize and maintain records along with directing their use and disposition
- Identify the type of record received, retention requirements, and application required.
- Compose and prepare reports, records, and correspondence.
- Proofread legal documents for completion and correctness.
- successfully multi-task, remain calms and act resourcefully.
- Communicate effectively, both orally and in writing; and use correct English, including grammar, punctuation, and spelling.
- Typing speed of 35 words per minute.
- Understand and follow complex written and oral instructions.
- Provide excellent customer services to all customers, internal and external
- Establish and maintain an effective working relationship with City employees, vendors, public, and officials.
- Pass an extensive background check.
- Analyzing, classifying, indexing, and cross-indexing a large variety of detailed records.
- Interpreting and making decisions in accordance with established practices, laws, and regulations.
- Associate’s degree Business/Public Administration, Political Science or related field, and
- A minimum of two (2) years of experience in records management or highly progressive administrative support in a municipal environment; OR
- Equivalent combination of education and experience.
- A valid Arizona driver's license at the time of appointment and must be maintained throughout employment.
- Residency in the United States and within 25 miles of the City of San Luis.
- Experience utilizing Microsoft Office Suite / Office 365 (Excel, Word, Outlook, PowerPoint, and Teams) along with experience utilizing Records Management applications such as Laserfiche.
- Must have the ability to pass an extensive background check.
- Complete a National Association of Government Archives and Records Administrations (NAGARA) Certificate within five (5) years of hire date.
Desired/Preferred:
- Bilingual in Spanish.
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.
Salary : $45,802