Records Manager - Public Works

About the Department

Why the City of Boise?

Position Duties

• Manages the work of professional, technical and/or other staff; determines organizational structure, staffing needs, and work strategies; ensures adequate resources are available for staff to perform work duties; and ensures that assigned operations and activities comply with organization goals and objectives. Manages the organization, preservation and protection of public works’ records. Manages the department's filing protocols, overall quality control for records indexed into the system and the department records disposition process. Coordinates record retention and disposition schedules for the department with the city clerk. Educates and ensures retention and disposition schedules are followed according to federal, state and city codes for the disposition of records requirements. Works with confidential and sensitive information regularly. Creates department best practices, reports, strategic plans and project schedules for records projects; develops and documents standard operating procedures (SOPs) and trains staff accordingly. Coordinates with the Information Technology (IT) department to manage user security privileges. Manages document types, taxonomy and keyword metadata in the records management system. Responsible for quality control standards and practices. Compiles data, prepares statistical and narrative reports and analyzes records management workflow. Coordinates with the city clerk to retrieve departmental records from the record center. Serves on various record-related committees, provides advice and recommendations and is a technical expert on departmental electronic records management issues. Receives and analyzes public information requests and processes them according to the Idaho Public Records Act. Reviews, proofreads and edits department documents. Provides staff support for council action items and resolutions for public works. Coordinates front desk staff coverage and schedules. Monitors parking validation sticker purchase and use. Gathers information regarding equipment purchasing needs and acquires approvals for purchase. Utilizes a city purchasing card and prepares monthly reconciliation. 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.

Minimum Qualifications

• Required Knowledge, Experience, And Training Bachelor’s degree in a records and information management field, public administration, business administration or a related field and five years of experience in records management including supervisory experience, or an equivalent combination of education and/or experience. Knowledge of: General office practices and procedures, filing systems and office etiquette Local, state and federal records requirements Supervisory principles and practices City records management policies, procedures and processes Scanner functions Computer usage including related software. Ability to: Extensively use a database for data input and research; investigate and solve assigned problems independently Determine data requirements to organize and compile information from various sources into a concise reporting format Interpret laws, ordinances, regulations, rules and established policies Work independently to develop and maintain effective working relationships with city employees and the general public 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 Bachelor’s degree and nine years of experience in records management and government administrative support and three years of supervisory experience, or an equivalent combination of education and/or experience. Experience using records management software. Knowledge of city governments, applicable codes, statutes and administrative rules.
• General office practices and procedures, filing systems and office etiquette
• Local, state and federal records requirements
• Supervisory principles and practices
• City records management policies, procedures and processes
• Scanner functions
• Computer usage including related software.
• Extensively use a database for data input and research; investigate and solve assigned problems independently
• Determine data requirements to organize and compile information from various sources into a concise reporting format
• Interpret laws, ordinances, regulations, rules and established policies
• Work independently to develop and maintain effective working relationships with city employees and the general public
• 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.

Other Qualifications

• 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 and frequently pushing/pulling up to 35 pounds. The noise level is occasionally moderate. Work includes sensory ability to talk and hear. 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.Additional physical efforts include: . Working Environment The work environment will include inside conditions. Employees will also drive a vehicle as part of this position.

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: Required participation in PERSI Base Plan retirement benefits with standard employee and City contribution rates 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 mybenefits.cityofboise.org
• ZERO premium medical coverage option for you and your family
• Low-cost dental and vision options
• Post-employment health savings account
• Required participation in PERSI Base Plan retirement benefits with standard employee and City contribution rates
• 401(k) or 457b pre-tax investment options with employer match
• 457b Roth after-tax investment options with no match
• Up to $500 cash per year for participants
• Alternative transportation incentives
• 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
• Basic Life insurance at no cost to you
• Long Term Disability insurance at no cost to you
• 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

Supplemental Questions