Public Record Coordinator

City of Springfield; Massachusetts; On-site; USD 65,000 - 95,000; Full time

Job summary

The City of Springfield seeks a Public Records Officer to analyze, process, and respond to public records requests in compliance with Massachusetts law and local rules. You will supervise the official records management system, coordinate retention programs, and implement security for confidential documents.

Under the First Associate City Solicitor, you will train staff, interpret codes, and develop procedures for redaction, exemptions, and online PRA tracking.

Qualifications

• Knowledge of the Massachusetts Public Records Law and related regulations.
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Skills

Public records law

Records retention

Redaction

Records management

Training development

IT software familiarity

Written and verbal communication

Confidentiality

Project management

Education

Bachelor's degree in public administration, communications, or related field

Tools

Public disclosure software

Job description

This position is responsible for analyzing, processing, and responding to public records requests submitted to the City, in compliance with State law, Regulations adopted by the Secretary of State, and the City's ordinances and rules. This position will plan, coordinate, and supervise the official records management system for the City. Work is performed with considerable independence under the direction of the First Associate City Solicitor with reviews through observation, reports, and conferences. No supervision is exercised over other employees.

• Have a comprehensive understanding of the requirements of the Massachusetts Public Records Law.
• Coordinate and maintain a comprehensive records retention program. Develop procedures and guidelines for logically organized and searchable records and forms for both external and internal customers.
• Develop procedures to identify and control the destruction of records according to the State Records Retention Guidelines.
• Respond to public information requests, coordinate the retrieval of information, and address questions or problems as necessary.
• Be familiar with, interpret, apply, and explain codes, laws, rules and regulations related to assigned activities.
• Evaluates whether any record or part of a record is exempt, redacts records, and prepares appropriate redaction and exemption logs.
• Manage on-site records storage areas and evaluate ongoing records storage requirements.
• Assist in development of security procedures to safeguard original and confidential documents.
• Assist other departments in processing and understanding requests.
• Under the guidance and with the assistance of the IT Department, implement, administer, and provide staff training for use of the public disclosure software used for on-line requests and tracking.
• Provide training on public records compliance; consult with/direct City employees on the requirements of the Public Records Act and applicable City Codes and rules.

• The Public Records Officer will conduct new employee/new committee member PRA/records retention training as well as yearly refreshers for all employees.

• Develop goals, implement steps, and create timelines with departmental records managers to produce a highly functioning records management system.
• Copy or scan records as needed.

• Performs related work as required.

• Considerable knowledge of the statutes, ordinances, and charter provisions relating to the powers and duties of the Law Department..
• Considerable knowledge of modern office procedures and equipment, particularly with reference to filing, record keeping, and cross-indexing systems.
• Manage multiple projects efficiently.
• Familiar with and easily operate a variety of computer programs, adapting to computer program changes as needed to maintain efficiencies and cost savings.
• Ability to express oneself clearly and concisely, orally and in writing.
• Communicate effectively both orally and in writing.
• Ability to plan, install, and supervise detailed clerical systems.
• Ability to establish and maintain effective working relationships with subordinates, officials and the general public.

• Ability to maintain strict confidentiality and exercise discretion and sound decision making when handling sensitive documents.

• Bachelors' degree in public administration, communications, or related field preferred or four (4) to six (6) years progressively responsible experience and/or training in municipal government and extensive clerical office experience.
• Two (2) to three (3) years of experience in customer service focused environment, preferably in an office similar to that of a law office.
• Experience working with legal documents, in a law office, or in the legal profession preferred.