Job Description
Records Manager Location Fairbanks, AK :
Job Summary
JOB SUMMARY Under the direction of the City Clerk, this position develops and implements the City-wide records management policies and procedures to ensure security and compliance with Fairbanks General Code (FGC), state and federal law and regulations, and judicial decisions; collaborates closely with department directors/managers, administrative staff, and Information Technology (IT) personnel; coordinates and oversees requests for public records; recommends updates to the City Records Retention Schedule, as needed; supports the Licensing Clerk/Cashier with daily tasks, as needed; reports to the City Clerk or designee to determine work priorities and job assignments.
Essential Job Functions / Knowledge, Skills, and Abilities
ESSENTIAL JOB FUNCTIONS Examples listed below are representative of assignments performed by this position and are not intended to be all inclusive.
- Evaluate records management policies and procedures to develop recommendations for improvement and review and update, as needed.
- Manage storage of City-wide physical and electronic records systems.
- Evaluate City-wide departmental needs based on assessment of records, processes, and storage methods.
- Consult with users across all City departments to develop customized action plans.
- Design and maintain records maintenance systems, such as electronic repositories and classification schemes, to aid users in meeting the requirements for creation, access, retention, disposition, and protection of City records.
- Develop and maintain, in accordance with the FGC and state and federal law, a City records retention schedule and disposal process for electronic and physical records.
- Train and advise department directors/managers and administrative staff on records management policies, procedures, processes, technology, and best practices. Conduct new employee orientation sessions, as needed, regarding records management, records retention, and other records-related obligations.
- Work with IT and software providers to resolve system issues that affect security of and accessibility to electronic records, configuring solutions to increase functionality and provide support to end-users.
- Oversee requests for public records City-wide to ensure timely and complete responses.
- Perform cashier functions as necessary or in cashier's absence. Duties include processing payments, answering phone calls, issuing licenses and permits, providing general information, entering data, producing reports, and reconciling daily transactions.
- Maintain accurate knowledge of departmental programs and services in order to provide and disseminate accurate information; explain and apply ordinances, policies, and procedures as they pertain to job-specific tasks; and refer queries to the appropriate department, staff member, or other agency.
- When assigned, assist the City Clerk in providing support to the City Council, boards and commissions, or other departments to fulfill the duties of the City Clerk's Office.
- Serve as a voter registrar and assist with City elections.
- Act as notary public for City documents.
KNOWLEDGE, SKILLS AND ABILITIES Candidates hired must satisfactorily demonstrate these factors during a prescribed probationary period for continued employment:
- Knowledge of modern clerical and general office procedures including record keeping, English composition, spelling, grammar, and proper sentence structure. Some math and accounting experience is necessary for data entry and spreadsheet development.
- Knowledge of operation of office equipment and software, including personal computers, general word processing, spreadsheets, e-mail, calendars, adding machines, printers, scanners, and facsimile equipment.
- Knowledge of principles and practices of cashiering, including handling large sums of money, making change with accuracy and speed, handling checks, processing credit card transactions, and balancing multiple receipting systems.
- Ability to research, gather, and track information across multiple departments in order to fulfill public records requests.
- Ability to deal effectively and harmoniously with co-workers, elected officials, upper management, other governmental agencies, and the general public, including people of varied orientations and cultural, ethnic and economic backgrounds, and to address and solve problems in potentially difficult and stressful situations.
- Ability to understand provisions in the Fairbanks General Code and City Charter and communicate those requirements to the public.
- Ability to manage projects by working with other departments, setting priorities and goals, and adhering to a timeline.
- Ability to understand and follow oral and written instructions.
- Basic knowledge of local elections and willingness to assist with election tasks during office hours and after hours on election day.
- Ability to work independently with minimal direction, demonstrating self-motivation in the execution of the position's responsibilities.
- Ability to maintain a high degree of confidentiality.
Minimum Qualifications
MINIMUM REQUIREMENTS These factors will be the basis for selecting qualified candidates to be interviewed. Persons applying for this position should have the following:
- Diploma from an accredited high school or equivalent. At least three years' experience in the performance of clerical work, including two years in government employment.
- Bachelor's degree in public administration or records management preferred. Relevant experience may be substituted for education.
- Minimum of two years' experience in records management of physical and electronic records in the following areas: use and application of technical record keeping software and systems, retention schedules, and legal holds.
- Certification from Association of Records Managers and Administrators (ARMA) or International Institute of Municipal Clerks (IIMC) preferred.
- Ability to research, understand, interpret, and apply federal and state laws and judicial decisions regarding records management.
- Willingness to travel in- and out-of-state for training and education as budget allows.
- Experience with the migration from a predominantly physical records environment to a predominantly electronic records environment; experience with an electronic records management system is preferred.
- Minimum typing speed of 60 words per minute with a maximum of four errors. Applicants will be required to take a typing test from a reliable agency and have the results attached at the time the application is submitted.
- Must have knowledge of modern office methods and procedures for filing, indexing, proper English usage, spelling, punctuation, grammar, and sentence structure.
- Ability to pass a detailed background check and obtain APSIN clearance from Criminal Justice Information Services (CJIS).
Work Environment and Physical Demands
WORK ENVIRONMENT This position operates in a professional office environment and regularly interacts with the public, elected officials, and other City departments. 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. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand, walk, use dexterity with hands and fingers, bend, reach with hands and arms, and lift up to 50 lbs.
The City of Fairbanks offers a complete benefits package to full-time employees including: Health care, Health Reimbursement Arrangement Plan (HRA), Flexible Spending Account, Dental care, Life Insurance, Long and short - term disability insurance options, pension, holidays, vacation, and deferred compensation plans. Benefit packages are unique to each of our Union Contracts.
Agency City of Fairbanks
Address 800 Cushman Street Fairbanks, Alaska, 99701
Phone 907-459-6780
Job Tags
Full time, Temporary work, Work at office, Local area, Flexible hours,