Records Manager

JOB title:                                   RECORDS MANAGER      

Department:                             Administration

Reports to:                                DIRECTOR OF ADMINISTRATIVE SERVICES

Employment status:                 Full-Time

FLSA STATUS:                          NON-EXEMPT

SALARY RANGE:                               $

Mission:

Our mission is to provide leadership that will deliver municipal services responsibly, while working to inspire public confidence to achieve our vision of the future.  The Town of Monument is focused on meeting the community’s needs with the utmost integrity, obligation of service and responsibility.  In doing so, the Town will be held accountable and respect the diversity and values of our constituents. 

Benefits:

• Medical, Dental and Vision Insurance
• Healthcare Flexible Spending Account (FSA)
• Long Term Disability Insurance
• Life and AD&D
• Voluntary additional Accident Coverage
• Voluntary additional Hospitalization Coverage
• Voluntary Critical Illness Coverage
• Legal Shield/ID Shield benefit
• FMLA/Bereavement/Jury Duty Leave
• ADAA & PDA
• Compulsory enrollment in 401(a), employer 2:1 contribution
• Voluntary enrollment in 457(b) retirement program, employer 2:1 contribution
• Vacation and Sick leave
• 14 observed holidays, 1 additional personal day
• Employee Assistance Program (EAP)
• Tuition Reimbursement for Career oriented courses
• Membership to Tri-Lakes YMCA

Position Summary:  

The Records Manager is responsible for developing, implementing, administrating, and maintaining a comprehensive information and records management program and system for the Town, and for ensuring compliance with the Town’s adopted retention schedule for all types of media.

Essential Functions and Basic Duties:

• Develop, implement, and maintain a records management system, create policies and procedures for operation of the system, train new personnel on the system, and collaborate with staff from other departments to ensure the system continues to meet the overall needs of the organization.
• Analyze information and records management needs of the organization, develop plans that reflect these.
• Develop and implement records program policies, procedures, and organizational structures for information Townwide.
• Develop, review, and maintain departmental records retention and disposition schedules.
• Conduct internal reviews of departmental records.
• Consult with and train departments on records management issues including policies and procedures, appropriate organization of media of any types, open records laws, retention schedules, records management best practices, and technological solutions.
• Serve as records contact person for State Archives and Town staff.
• Assist the Town Clerk with the Town’s response to open records.
• Monitor external legal and good practice developments in Open Records Laws and advise on the incorporation of these into the organization’s policies and
• Research, select, and implement technological solutions for management of active and inactive records and document management.
• Develop and implement an emergency plan and procedure manual for a Townwide records disaster recovery program.
• Implement technological solutions for managing the process and controlling the flow of documents and records from creation to eventual storage for historical purposes and provide training on the system to Town staff.
• Performs essential duties and additional tasks as assigned.

Knowledge, Skills, and Abilities:

Knowledge of:

• Current legislation regarding data protection and the Colorado Open Records Act.
• Records retention and management procedures and the ability to accurately file numerically, alphabetically, alphanumerically, or chronologically.
• Business English and spelling, ability to produce quality written documents that deploy a professional appearance.

Skilled in:

• Outstanding attention to detail and organizational skills.
• Understanding and performing records management.

• Utilizing problem-solving strategies.

• Providing high quality customer service.
• Use of Microsoft Office.
• Touch Typing 

Ability to:

• Assess, analyze, identify, and implement solutions to technical problems.
• Maintain confidentiality and exercise sound judgement.
• Operate office machines and personal computers, including word processing, database and spreadsheet programs, calculator, copy machine, fax machine, a multi-line phone system, and recording software and equipment.
• Understand and follow both written and verbal instructions and to work under both close, general, or no supervision depending upon the nature of the assignment.
• Establish effective relationships with other departments and to provide excellent internal customer service.

Qualifications: 

• Any combination of education and experience equivalent to a bachelor’s degree from an accredited college or university with major course work in Records Management, Business Administration, Information Technology, Public Administration, or related.
• Any equivalent combination of training, education, and experience, which provides the individual with the required knowledge, skills, and abilities to perform the job.
• Certified Information/Records Manager (CRM) and/or Certified Archivist (CA) certification is desirable.

** Finalist may be required to complete a skills assessment** 

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit, talk, and listen. The employee is occasionally required to walk, use hands to finger, handle, or feel objects, tools, or controls, and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderately quiet. This position is in-person with the main location of work being at Town Hall.

*The duties above are not intended to serve as a comprehensive list of all duties performed by all employees in this classification.  Shown are duties intended to provide a representative summary of the major duties and responsibilities.  Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position specific duties.

Salary : $30 - $38