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Records Manager / Senior Management Analyst - City of Sammamish ( Job # 19-0004)

Minimum Salary: $75,424.00 per year
Maximum Salary: $103,223.00 per year
Employment Type: Full Time
Department: City Manager’s Office
Closes: January 31, 2019 at 5:00 PM
(Open to current employees and the general public.)

Summary

 GENERAL PURPOSE

Under general administrative direction from the City Clerk, manages the development, implementation, administration, maintenance, and preservation of the City's records management program in compliance with Federal and State laws and City code and policy.  Establishes overall direction; plans, develops, and implements records governance policy, retention schedules, and management procedures for the organization.  Provides leadership and consulting services to city departments in analyzing, selecting, and creating records management solutions for all forms and formats of records and information.

SUPERVISION RECEIVED

Works under the supervision of the City Clerk or as assigned.

WORK SCHEDULE:

This is a 2-year Limited Term Equivalent (LTE) exempt position, working Monday - Friday.




ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Manages the Records Management Program within the City Clerk's Office, including the records retention schedule and policy development.  Program elements include the development and application of strategies and solutions for managing public records in all forms and formats.
  • Responsible for the establishment and monitoring of records management program goals, objectives, and priorities and contributing to the development and management of the City Clerk's Office strategic plan and annual work plan.
  • Oversees the ongoing development and operation of the citywide records and information management program in compliance with Federal and State laws and best practices, including developing and implementing records standards, policies and procedures.  Proposes changes as needed to reflect changing business conditions, technology, and compliance requirements.
  • Develops and administers the City's records retention and disposition schedules; preserves and protects the City's historical records and information.
  • Provide direct supervision and assistance to lower level professional and clerical personnel as assigned.
  • Conducts RFPs and manages contracts with vendors providing services such as electronic records management systems and associated third party tools, secured destruction, imaging, and offsite records storage.
  • Represent the City on inter-jurisdictional and regional work groups and task forces: serve as professional resource to various organizations and committees; attend and participate in professional group meetings; attend and participate in City Council meetings and other public meetings, including open houses, public information meetings and public hearings.
  • Coordinate the public involvement process and represent the Department at various meetings, hearings and on planning committees. Prepare and deliver presentations that include charts, graphics, written materials and oral presentations; provide information to the public, committees and media.
  • Per the State Open Government Training Act (RCW 40.14), trains all levels of City staff on records policies, processes and procedures; audits departments' compliance.
  • Maintains cooperative working relations with the City departments and outside agencies; serves as liaison between various organizations and agencies to coordinate regional issues and programs.
  • Supports the relationship between the City and the constituent population by demonstrating courteous and cooperative behavior when interacting with clients, visitors, and City staff; enthusiastically promotes the City goals and priorities in compliance with all policies and procedures.
  • Maintains absolute confidentiality of work-related issues, client records, and City information; performs related duties as required or assigned.

KNOWLEDGE, ABILITIES, AND SKILLS

Knowledge of:

  • Washington State laws and rules of procedure related to records management, inventory, and retention.
  • Electronic content/records management systems, SharePoint, and/or electronic capture/indexing systems.
  • Current Records and Information Management (RIM) concepts, theories, trends and practices.
  • City organization, operations, policies and procedures.
  • Principles of organizational planning, research, design, and analysis.
  • Principles and techniques for project management and organizational development.
  • Principles and practices of administrative management, including personnel rules, cost accounting, budgeting, grant programs, and contract management.
  • Applicable State and Federal statutes, rules, codes, and regulations.
  • Legal, ethical, and professional rules of conduct for public sector employees.
  • Current political and economic trends in State and Federal government.
  • Techniques for efficient and cost-effective management of resources.
  • Techniques and methods for long-range strategic and financial planning.
  • Principles of record keeping and records management.

Skills / Abilities:

  • Analyzing complex administrative and operational data and issues, interpreting laws and regulations, evaluating alternatives, and developing operational improvements based on findings.
  • Analyzing problems, identifying solutions, and recommending techniques for resolution.
  • Investigating, analyzing, and resolving complex and sensitive issues.
  • Preparing complete, complex, comprehensive, and accurate reports.
  • Assessing and prioritizing multiple tasks, projects, and demands.
  • Operating a personal computer utilizing standard and specialized software.
  • Interpreting and applying municipal policies and procedures and applicable laws and regulations.
  • Using initiative and independent judgment within established procedural guidelines.
  • Establishing and maintaining cooperative working relationships with co-workers, elected officials, citizens, vendors, and representatives of other agencies.
  • Communicating effectively verbally and in writing.

 

TOOLS AND EQUIPMENT USED

Various types of materials, equipment, and computer software and applications will be used as part of this position including but not limited to paper and electronic records across all City departments, historical files, computers, tablets, cellular phones, copy machines and scanners, telecommunications systems, Microsoft Office products. Future work practices may necessitate the use of different tools, equipment, and software or applications.

 

MINIMUM QUALIFICATIONS

Graduation from an accredited four-year college or university with a degree in Records Management, Library or Information Sciences, Business or Public Administration.

Minimum of five years of professional experience in information and/or records management including management of electronic records and recordkeeping systems.

Or any equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities.

 

PHYSICAL DEMANDS

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Walking, standing, bending, and a limited amount of crawling and climbing are required. Prolonged sitting or standing and fine manipulation skills required for computer use. Office work will require dexterity and hand-eye coordination sufficient to operate a computer workstation and ordinary office equipment.

The employee, in performing the duties of this job, will be required to talk, hear, smell, sit, stand, walk on a variety of surfaces, to reach with the arms, and to use hands to manipulate objects, tools or controls. Specific vision abilities required by this job are close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus. Employee must be able to drive a City vehicle.

 

WORK ENVIRONMENT

Work is performed primarily in an office setting. Due to the nature of the organization and possible duties performed, some time may be spent out-of-doors. During occasional emergency situations, the incumbent may be exposed to extreme weather and working conditions.

DISCLAIMER

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

This job description does not constitute an employment agreement between the City and the employee and is subject to change by the employer as the needs of the City and the requirements of the job change.

THE CITY OF SAMMAMISH IS AN EQUAL OPPORTUNITY EMPLOYER


Attachments

Location
Sammamish City Hall
801 - 228th Ave SE
Sammamish, WA 98075