Records Manager

GENERAL DEFINITION OF WORK: 

The Records Manager oversees the development, implementation, and maintenance of the municipal government's records management program. This includes the classification, storage, retention, retrieval, and destruction of official records in compliance with local, state, and federal laws and regulations. The Records Manager ensures transparency, legal compliance, and efficient access to public records and information.

In addition, this position is responsible for the administration and management of the City’s Freedom of Information Act (FOIA) program.

 

ESSENTIAL FUNCTIONS:

The following functions are intended only as illustrations of the various types of work performed. The omission of the specific duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

• Develop, implement, and maintain a citywide records management program.

• Classify and index records according to standardized systems (e.g., retention schedules).

• Ensure compliance with state public records laws, open records requests (e.g., FOIA), and records retention policies.

• Coordinate with city departments to establish and enforce records retention and disposal schedules.

• Train departmental staff on proper records management procedures, including both paper and electronic formats.

• Implement and supervise the digitization of records and ensure proper storage and access to electronic records and archives.

• Respond to records requests from the public, staff, legal counsel, and other agencies.

• Conduct regular audits of departmental records practices to ensure compliance and efficiency.

• Maintain a disaster recovery plan for critical records.

• Manage contracts and relationships with records storage vendors, if applicable.

• Will perform other related tasks assigned by the City Manager.
 

KNOWLEDGE, SKILLS AND ABILITIES: 

• Thorough understanding of records management principles and legal compliance (e.g., records retention laws, privacy regulations).

• Familiarity with records management software and electronic document management systems (EDMS).

• Strong organizational skills and attention to detail.

• Excellent written and verbal communication skills.

• Ability to handle confidential and sensitive information with discretion.

• Ability to train and support other staff across multiple departments.

 

EDUCATION AND EXPEREINCE:

• Associates or bachelor’s degree in public administration, Records/Information Management, or a related field.

• Minimum 3-5 years of experience in records management, preferably in a government or public sector setting.

• Certification such as CRM (Certified Records Manager) or municipal clerk certification (e.g., CMC/MMC) preferred.

PHYSICAL REQUIREMENTS:

• Primarily office based. This work requires sitting, speaking or hearing, and requires standing and walking.

• May be required to lift boxes of records (up to 30 lbs.).

• Requires occasional evening hours to meet deadlines or respond to urgent records requests.


SALARY RANGE: $55,700.18 - $72,410.23 (Depends on Qualifications)