Records Coordinator

Company: City of Boise, ID
Location: Boise
Posted on: April 24, 2024

Job Description:

Salary: $23.08 - $27.40 Hourly

Location : Boise City Hall, ID

Job Type: Full Time Regular

Job Number: 06500

Department: Public Works

Division: PW Administrative Support

Opening Date: 04/10/2024

Closing Date: 4/24/2024 12:00 PM Mountain

Summary Statement

At the city's Public Works Department, we keep Boise thriving. In this position, you'll lead the charge in helping Public Works digitize our world, working with people, systems, and processes to manage information and records. We're seeking a quick learner with database aptitude and knowledge of records management who isn't afraid to dive right in. This role will have the unique opportunity to oversee department-wide records management projects and provide associated training and quality control. If you have attention to detail and a love for creating order, this position is for you! Join our Public Works Records Management Services team dedicated to utilizing technology and innovation to ensure Public Works stays a national leader in protecting the environment and public health.

• Supports and leads staff in the administration of the Public Works' records program.
• Maintains records schedules according to state and city laws and policies.
• Holds lead responsibility for a variety of specialized administrative duties involving manual and digital processing and maintenance of department records and documents.
• Ensures operational practices comply with federal, state and municipal regulations and mandates related to records management.
• Provides support and training to ensure staff can locate and utilize cataloged information.
• This position works under general direction The City provides top notch healthcare for you and your family at little to no cost. Plus, an actual pension plan, 401k matching, a wellness program, tuition reimbursement, paid parental leave, and more. Imagine that.
  Essential Functions
  
  Leads Public Works' records team in the administration of records through coordination of day-to-day work, delegation of tasks, and setting of deadlines for team; provides guidance, direction and support for training and reviews work; ensures effective collaboration within the team and with other teams; and listens to team members' input, feedback and resolves issues and conflicts.
  
  Performs all duties of lower-level Public Works records technicians.
  
  Develops and delivers training to staff and creates documentation for team standards.
  
  Leads the Public Works' records request process and review for the Public Works department, coordinating with other city employees and departments.
  
  Creates, maintains, generates and analyzes reports. Provides insights to department leadership and other internal stakeholders.
  
  Performs other duties as assigned. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this position at any time.
  Requirements
  
  Required Knowledge, Experience, And Training
  • High school diploma or equivalent, and
  • 9 years of experience in records management, or
  • An equivalent combination of education and/or experience.
    Level of Knowledge:
    • Records management theories, principles, and legal requirements
    • Records retention scheduling, archiving, storage, public access, and destruction
    • Research techniques
    • General office administration, equipment, and programs
    • Computer usage including Microsoft Office suite and Adobe Acrobat Pro
      Ability To:
      • Document processes effectively and accurately
      • Analyze record-keeping systems and identify issues and areas of improvement
      • Make decisions in new situations in accordance with rules, regulations, and policies
      • Establish workload priorities
      • Read, interpret and comprehend complex legal, regulatory, procedural and/or policy material
      • Complete work with a high attention to detail and accuracy
      • Resolve customer or resident complaints in accordance with established policies and regulations
      • Use proper business/telephone etiquette
      • Review, compile, and analyze information to prepare reports
      • Work independently to develop and maintain effective working relationships with city employees and the general public
      • Maintain prompt and regular attendance
      • Complete assignments in a timely fashion
      • Understand and comply with all rules, policies and regulations
      • Communicate effectively in the English language at a level necessary for efficient job performance
      • Perform all essential functions as assigned by an authorized employee, supervisor and/or manager with or without reasonable accommodation
      • Individuals must be capable of operating vehicles safely and have an acceptable driving record
        Preferred Knowledge, Experience, And Training
        • Twelve years of progressively responsible experience in document imaging and administrative support, preferably in a public agency or governmental setting
        • Knowledge of governmental records retention and public information laws and regulations
        • Operation and use of electronic imaging systems
        • Advanced research and analysis principles and practices
        • Advanced knowledge of Microsoft Office suite and Adobe Acrobat
        • Ability to ead teams toward common goals; and quickly learn new software
          Licensing And Other Requirements
          • Valid state-issued driver's license.
            Special Requirements
            Applicants must be able to pass:
            • City of Boise background check processes which includes a criminal history check and reference checks in accordance with the City of Boise Hiring Process Regulation
            • Driving Record Check
            • Criminal Justice Information System background check (CJIS)
              
              Working Conditions
              
              The physical effort characteristics and working environment 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.
              
              Physical Efforts
              While performing the duties of this job the employee is frequently lifting/carrying up to 35 pounds and occasionally lifting/carrying up to 50 pounds. Also, the employee is always pushing/pulling up to 20 pounds, frequently pushing/pulling up to 35 pounds and rarely pushing/pulling up to 50 pounds. The noise level is occasionally moderate. Work includes sensory ability to talk, hear and touch. Work in this position also includes close vision and distance vision. Employees will sit, stand, walk, stoop, kneel, crouch, crawl, reach, grasp, climb and balance. Position requires hand/finger dexterity.
              
              Working Environment
              The work environment will include inside conditions. Employees will also drive a vehicle as part of this position.warehouse conditions.
              
              Top talent deserves top-notch benefits. The City is among the best in the Treasure Valley when it comes to the benefits and perks we offer our employees.
              
              Most positions are eligible for the general benefits listed here; firefighters, police officers, senior managers, command staff, and directors may be offered other benefit plans.
              
              Healthcare:
              • ZERO premium medical coverage option for you and your family
              • Low-cost dental and vision options.
              • Post-employment health savings account. Retirement and Investment Plans:
                • PERSI retirement benefits
                • 401(k) or 457b pre-tax investment options with employer match.
                • 457b Roth after-tax investment options with no match WellBeing Program:
                  • Up to $500 cash per year for participants.
                  • Alternative transportation incentives. Paid Leave - City employees receive generous paid leave:
                    • 10 hours of vacation per month, and this increases the longer you stay with the City
                    • 12 paid holidays every year
                    • 8 hours of sick leave per month
                    • 10 weeks Parental Leave Life & Long Term Disability:
                      • Basic Life insurance at no cost to you
                      • Long Term Disability insurance at no cost to you Other optional benefits:
                        • Pre-tax Flexible Spending Accounts
                        • Supplemental Life Insurance
                        • Supplemental Disability Insurance
                        • Tuition reimbursement
                        • Free local bus pass
                        • Corporate discount programs
                        • AFLAC
                        • Employee Assistance Program for short-term counseling on work, family, finances, and personal issues. Please visit our website for further details
                          
                          01
                          
                          Do you possess a valid state-issued driver's license?
                          • Yes
                          • No
                            
                            02
                            
                            This position requires passing a Criminal Justice Information System (CJIS) background check. Have you ever been charged with a felony as an adult, within your lifetime?
                            • Yes
                            • No
                              
                              03
                              
                              Please select which answer best describes your experience with electronic record keeping (i.e., electronically scanning, indexing with keyword fields, querying documents in an electronic records management/information system).
                              • 1 -3 years of experience
                              • 4 - 6 years of experience
                              • 7 - 10 years of experience
                              • 10+ years of experience
                              • No related experience
                                
                                04
                                
                                Classification schemes are being used to facilitate information-seeking in the workplace. Please select which answer best describes your experience with classification systems (data tagging or labeling, taxonomies, specifying metadata, etc.)
                                • 1 - 3 years of experience
                                • 4 - 6 years of experience
                                • 7 - 10 years of experience
                                • 10+ years of experience
                                • No related experience
                                  
                                  05
                                  
                                  Please select which answer best describes your experience with Adobe Acrobat Pro (ex: modifying PDF docs, adding/removing pages, adding markup or bookmarks).
                                  • 1 - 3 years of experience
                                  • 4 - 6 years of experience
                                  • 7 - 10 years of experience
                                  • 10+ years of experience
                                  • No related experience
                                    
                                    06
                                    
                                    Please select which answer best describes your experience with documenting processes and procedures.
                                    • 1 - 3 years of experience
                                    • 4 - 6 years of experience
                                    • 7 - 10 years of experience
                                    • 10+ years of experience
                                    • No related experience
                                      
                                      07
                                      
                                      Describe what specialized skills, certifications, and experience you have that you believe would benefit the team?
                                      
                                      Required Question

Keywords: City of Boise, ID, Meridian , Records Coordinator, Other , Boise, Idaho