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Records Administrator

Company: City of Boulder
Location: Boulder
Posted on: November 19, 2021

Job Description:

Description * As of December 8, 2021, the City of Boulder will be requiring all employees to be vaccinated for COVID-19. The City of Boulder is a great place to live, work, grow and play. With over 300 miles of dedicated bikeways and more than 150 miles of hiking trails, Boulder values active lifestyles and access to nature.Forty-sixthousand acres ofprotectedland provide open space forpassive recreation, natural environments, anda green belt around the city.With world class restaurants and art and music venues, The City of Boulder values diverse culture. Respect is one of our fiveCity Values (including Customer Service, Collaboration, Integrityand Innovation)and we are committed to equity, diversity and inclusion. We celebrate and support our differences across all spectrums, including but not limited to ethnicity, gender, age,disabilityand sexuality. Through our focus onRacial Equity, ouremployee benefits, and the many programs resources we offer our staff, we continually strive to weave respect for one another into the fabric of our organization. Add your voice and talents to the City of Boulder and help us grow in service excellence for an inspiredfuture. OVERALL JOB OBJECTIVE: Under general direction, directs and manages the organization, maintenance, distribution, use, and retention of department records following the requirements of applicable law, City of Boulder policies, best records management practices, and highest ethical standards. In addition, this position will develop and oversee the department's records management program, including setting department guidelines and standards and managing special projects. Hiring Range: $63,856 - $78,832 Full Salary Range: $61,916 - $94,371 DUTIES AND RESPONSIBILITIES: 1. Establishes, directs, and administers the Planning & Development Service department's records management program. * Strategizes, implements, and maintains program initiatives that align with department and city objectives. * Works with department leadership to develop department records governance, program goals, and an implementation roadmap. * Serves as the designated department Records Liaison to serve as a link to Central Records. * Ensures the department follows the city's records retention policy and oversees the disposition of records that fall outside of the retention schedule. * Develops departmental records management policies, procedures, and clearly defines roles and responsibilities in coordination with the city Records Manager, department supervisors and managers. Tracks and reports on internal compliance, works with staff to improve compliance. * Implements established best practices for the P&DS records program. * Works with department staff to understand existing business requirements and processes to make recommendations for improvements that streamline the management of P&DS department records. * Develops methodologies, processes, and templates to improve records management consistency. * Leads department projects involving all aspects of records retention and storage. Utilizes best practices in project management to achieve desired outcomes. * Organizes, digitizes, and archives department permanent records into the city's records management system, Laserfiche. * Disseminates information to staff and serves as a point of contact for questions about the policies and procedures of the records management program. * Participates in records management training and certification as determined by their supervisors, the Records Custodian, and the City Records Manager * Coordinates ongoing records training for new employees and trains existing department staff as needed. 2. Develops systems and procedures to enhance a uniform records management protocol in compliance with the Colorado Open Records Act. * Acts as the official custodian of department records as defined by applicable law and the city's policies. * Manages the assembly of department records in response to requests under applicable laws, including providing department records responsive to the request. * Redacts information protected from disclosure and assuring that privileged documents are not produced. * Improve transparency and service to constituents by ensuring records are readily available in a clear and concise format. 3. Participate in records management training and certification. 4. Demonstrates initiative, is focused on continuous improvement, and readily accepts and acts on coaching from supervisor and coworkers. 5. Maintains consistent standards of fairness and professionalism in the work environment. 6. Other: * Performs related duties as required to meet the needs of the city. * Takes proper safety precautions to prevent accidents. Responsible for the safety of self, others, materials, and equipment. Uses all required safety equipment and follows all safety regulations, policies and procedures. Reports all accidents and damage to city property. * Responsible for knowing and complying with all city and department policies; participating in professional trainings and development; and adhering to attendance and workplace attire policies. Generally, duties and responsibilities are listed from most to least critical or time consuming. CITY VISION AND VALUES: The City of Boulder is committed to service excellence for an inspired future and the following values: * Customer service - We are dedicated to exceeding the expectations of our community and our co-workers by demonstrating consistent and professional service with a solution-oriented approach * Respect - We champion diversity and welcome individual perspectives, backgrounds and opinions. We are open-minded and treat all individuals with respect and dignity. * Integrity - We are stewards of the public's trust and are committed to service that is transparent and consistent with city regulations and policies. We are honorable, follow through on our commitments and accept responsibility. * Collaboration - We are committed to organizational success and celebrate our shared dedication to public service. We believe community collaboration and the sum of our individual contributions leads to great results. * Innovation - We promote a forward-thinking environment that supports creativity, calculated risks and continuous improvement. The City of Boulder is a smoke- and tobacco-free workplace. ORGANIZATIONAL STRUCTURE: (1) TITLE OF IMMEDIATE SUPERVISOR: Information Resources Manager (2) TITLE(S) OF POSITIONS OVER WHICH THIS POSITION HAS DIRECT SUPERVISION: N/A REQUIRED MINIMUM QUALIFICATIONS: Bachelor's degree in records and information management, business/public administration or related field; and at least three years of records and information management related professional level experience, including providing supervision to others; or an equivalent combination of education and experience. Working knowledge of records procedures, including federal and state requirements, electronic records systems and practices. Ability to make policy and management decisions regarding operations. Ability to develop, implement and maintain systems put into place, and to communicate those systems effectively to others. Excellent oral and written communication skills. Work experience demonstrating excellent organization skills and attention to detail. Ability to work on a broad range of issues and tasks, including switching from senior-level engagements to routine administrative document management. Exhibit strong ability to lead, motivate and influence at various levels and across multiple work groups. Ability to problem solve and make complex and on-the-spot decisions. Demonstrated ability to meet deadlines and to complete tasks while working under pressure. Ability to deal appropriately with confidential or privileged information. Excellent customer service skills, including the ability to communicate courteously with customers when denying a records request. Ability to establish and maintain effective working relationships at all levels of the organization. Have and maintain acceptable background information, including criminal conviction record and credit history. DESIRED QUALIFICATIONS - In addition to the required minimum qualifications: Prior experience in local government records management. Experience using Laserfiche. Certified as a records manager. Related legal training / education or work experience. Working knowledge of Colorado Revised Statutes, State Archive guidelines and City of Boulder ordinances. Demonstrated knowledge of the Colorado Open Records Act (CORA) or a similar statute. WORKING CONDITIONS - Required Physical and Mental Effort, and Environmental Conditions: Physical and Mental Effort: The employee will engage in primarily sedentary physical work requiring the ability to remain in a normal seated position, as well as ability to regularly walk and stand. Occasional lifting requiring the ability to raise and lower an object weighting up to 20 pounds. Talking: the ability to express or exchange ideas by means of spoken words. Hearing: the ability to perceive the nature of sounds by the ear. Visual: the ability to read, record and interpret information. Hand/eye coordination to operate personal computer and office equipment. Sufficient personal mobility and physical reflexes, which permits the employee to work in an office setting. Work may include extended periods of time viewing a computer video monitor and/ or operating a keyboard. Ability to work under stress from demanding deadlines, public contact, and changing priorities and conditions. Work Environment:The employee may work in a hybrid environment, split between teleworking and a city office. The employee may be needed to be onsite to access physical records until the archive is digital. The noise level in the office work in environment is usually low to moderate. Machines and equipment used include, but are not limited to the following: Frequently uses standard office equipment including personal computers and large format scanner. ACCOMMODATIONS: Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this position. Note: The above description is illustrative only. It is not meant to be all-inclusive. This job posting is "continuous" or "open until filled" and will close when a qualified candidate is identified and/or hired. The City of Boulder provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, national origin, sex, sexual orientation, gender identity, national origin, disability, genetic information, age, or any other status protected under federal, state, and/or local law.

Keywords: City of Boulder, Boulder , Records Administrator, Other , Boulder, Colorado

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