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City Records Coordinator

Posted on May 18, 2019 by CITY OF FLAGSTAFF

Flagstaff, AZ 86001
Admin & Secretarial
3 May 2019
Annual Salary
Actively supports and upholds the City's stated mission and values. According to the Decision Band Method classification system, employees of this classification are responsible for operational level decision making (decisions on carrying out the operations of the selected process.) Duties require varying knowledge, skills, and abilities with a more complex degree of frequency, complexity, and diversity compared to other positions in the same band. Under direct supervision of the City Clerk, employees of this classification are responsible for managing the City's records and ensuring they are in legal compliance. This position is FLSA non-exempt. ADMINISTRATIVE DUTIES Supervisory: This job does not have formal supervisory responsibilities. Budgetary: This job does not have budgetary responsibilities, but carries out day-to-day activities within approved budget. Strategic Planning: This job has partial responsibility for strategic planning at the program level including assisting with planning for short- and long-term storage and records needs for the organization. Policies/Procedures: This job has partial responsibility for policies and procedures at the program level including assisting with developing, interpreting and implementing policies and procedures. Compliance: This job has partial responsibility for Federal, State, and Local laws, rules, and regulations as well as City policies and procedures at the program level including negotiating retention and disposal schedules, managing public records requests, preservation, maintenance and storage of records, and responding to public records requests. Council Communications: This job carries out day-to-day activities in accordance with Council's adopted priorities and direction. Reporting: This job has full responsibility for reporting to Federal/State/Local agencies (ensures reporting requirements are met, trains others on reporting requirements and methods, and addresses discrepancies in reporting) at the program level including submitting records retention schedules, essential records inventories; and records destruction reports. EXAMPLES OF THE WORK PERFORMED (ILLUSTRATIVE ONLY) Provides excellent customer service to both internal and external customers. Ensures the Citywide records management program complies with all federal, state, local, and case law requirements including negotiating retention and disposition schedules and managing records requests. Receives citywide public records requests and coordinates with respective department staff, ensuring records are provided in a timely manner and reviewed for confidentiality. Complies with records subpoenas in collaboration with the City Attorney's Office. Creates, implements, and manages the City's retention schedules. Manages the records center. Assists the City Attorney's Office with litigation holds. Advises employees exiting the organization on responsibilities regarding legal disposition of records and penalties for unauthorized destruction and provides assistance in the disposition of files and email in accordance with approved retention schedules. Performs related duties, as assigned. MINIMUM REQUIREMENTS Two years of college coursework. Three years of experience in records management, libraries, City Clerk's office, or a related field. Or any combination of education, experience, and training equivalent to the above Minimum Requirements. DESIRED EXPERIENCE AND TRAINING Five years of experience in records management. OTHER REQUIREMENTS Must possess, or obtain upon employment, a valid Arizona driver's license. Regular attendance is an essential function of this job to ensure continuity. REQUIRED KNOWLEDGE, SKILLS AND ABILITIES (ILLUSTRATIVE ONLY) Language Skills: Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. COMPETENCIES (ILLISTRATIVE ONLY) Accountability: This job has partial responsibility for accountability including community, organizational, and financial aspects (for example: understands community politics as necessary part of organizational life; understands the culture of the organization; and is aware of the impact of financial processes and outcomes on the organization.) Responsiveness: This job has partial responsibility for addressing customer needs to include ensuring appropriate communication skills, composure, decision making, and mediation skills for self and subordinate employees (for example: honest, direct, and understandable communication; controls emotions when things get tough; actively seeks input to make decisions; and is proactive in confronting and resolving conflict.) Quality: This job has partial responsibility for ensuring high quality customer service for self and subordinate employees including customer focus, expectation management, and interpersonal skills (for example: responds promptly to customer needs; keeps customer informed of progress with timely feedback; uses diplomacy and tact.) Professionalism: This job has partial responsibility and assists with ensuring employees are honest, responsible, fair, highly trained, and cost conscious including technical and professional knowledge, diversity in skills and people, and cross-functional knowledge (for example: seeks educational and professional opportunities, proactively seeks input from people with differing views; knowledge of own division's application to the success of the organization.) Teamwork: This job has partial responsibility and assists with ensuring employees work as a team in partnership with citizens, other agencies, and each other for a better Flagstaff including managing people, coaching and mentoring, team management and development, and delegation (for example: works with others in mutually supportive relationships; offers useful feedback and identifies needs for development; is team oriented and collaborative; and uses delegation to maximize employee capabilities.) Problem Solving: This job has partial responsibility and assists with ensuring employees solve problems creatively, open-mindedly, and professionally including creativity and innovation, initiative, planning and organizational skills, and process management (for example: actively pursues best practices to integrate with internal practices; drive to meet/exceed objectives or standards; uses project and time management skills; and is knowledgeable about internal controls.) Leadership: This job carries out day-to-day activities serving people with integrity and personal character. PHYSICAL REQUIREMENTS AND WORKING CONDITIONS While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include color vision, peripheral vision and depth perception. The noise level in the work environment is usually moderate. Pre-employment Physical Requirements: None Category: Administrative , Keywords: Records Coordinator

Reference: 708083388