Summer Internship - City Secretary

Coordinates and oversees the comprehensive Records Management Program for the City. Monitors effective and economical controls over the creation, identification, maintenance, security, storage and destruction of city records; ensures compliance with state law, city charter and city code.

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job. Incumbents may be requested to perform job-related tasks other than those specifically presented in this description.

1. Manages and participates in the development and implementation of goals, objectives, policies and priorities for the management of records and information. 
2. Monitors and evaluates the efficiency, effectiveness and quality of recordkeeping practices of City records. 
3. Appraises evidential and informational value in City records to determine administrative, legal, audit or historical value.
4. Oversees inventory of City records. Studies and identifies departmental functions and the records series that document and support them; trains staff in all City departments to perform functional analyses.
5. Oversees the development, update and approval of retention and disposition schedules for City records.
6. Responds to the City’s Public Information (Open Records) request pertaining to records maintained in the City Secretary’s Office.
7. Directs the approval and transfer of expired City records to destruction, according to statutory requirements. Maintains records of destruction. 
8. Coordinate Free the Files Day annually.
9. Inspect off-site records center quarterly to ensure clean, pest-free and inventory stored appropriately.
10. Serves as a liaison to the Texas State Library; and reviews and comments on proposed legislation.
11. Designs, publicizes and conducts citywide training classes on records management. 
12. Maintains awareness of new developments and technology in the field of records management; and incorporates new developments as appropriate into programs.
13. Performs other related duties as required. 

KNOWLEDGE, SKILLS & ABILITIES

• Knowledge of: 
  • Principles and procedures of records management and archival administration.
  • Pertinent Federal, State and local laws, codes and statutes applicable to records management.
  • Electronic Records.
  • Microfilm standards.
  • Principles and practices of program development and implementation.
  • Basic procedures, methods and techniques of budget preparation and control.
  • Recent developments, current literature and information related to records management.
• Skill in: 
  • Organization and time management.
  • Interpersonal relations.
  • Computers and applicable software.
• Ability to:
  • Communicate clearly and effectively, both orally and in writing.
  • Analyze departmental record keeping practices and recommend solutions.
  • Educate and motivate network of departmental records liaisons.
  • Communicate with all levels of City staff to maximize understanding and participation in records management program.
  • Assess documentation needs in all mediums.
  • Assist in preparing records management policies, procedures, and manuals.
  • Coordinate and monitor records management programs. 
  • Recommend and implement goals and objectives for providing records management services.
  • Interpret and explain City policies and procedures.

Establish and maintain effective working relationships

Depending on assignment, positions in this class typically require touching, talking, hearing, seeing, grasping, pushing, pulling, carrying, standing, walking and repetitive motions. Ability to lift 30 pounds.

Ability to effectively communicate with employees, management, commission members and citizens in order to take and forward concerns and request for service. Ability to read manuals and updates regarding city and departmental policy and procedure. Skill and experience in the operation of computerized systems in order to design or complete spreadsheets, Power Point, forms or word processing assignments.