Records and Information Management Administrator

City of Frisco; Frisco (TX); On-site; USD 90,000 - 120,000; Full time

Job summary

The City of Frisco is seeking an experienced Records and Information Management Administrator to lead the city’s RIM program under the Deputy City Secretary. You will ensure compliance with policy and all legal requirements across City Offices, develop city-wide strategies, and report to executives.

Key duties include driving policy, training staff, coordinating with IT on electronic records, and chairing the RIM Steering Committee. Supervisory responsibilities and budget oversight are required.

Qualifications

• Knowledge of archival issues, trends, and best practices regarding the management of records within the City.
• Knowledge of retention schedule development best practices.
• Knowledge of City records and information management practices, policies, and procedures.
• Knowledge of records management systems and technologies.
• Knowledge of disaster planning and business recovery techniques for records.
• Knowledge of training methodologies and techniques including curriculum development.
• Knowledge of budgetary methods and implementation.
• Knowledge of effective supervision activities.
• Ability to write formal policy and procedure documentation.
• Ability to establish and maintain good working relationships with the public and City employees at all levels.

Responsibilities

• Oversees the City's compliance with the Records Management Policy and recordkeeping requirements.
• Develops and implements strategic plans for city-wide records management.
• Provides compliance reports to executive management and stakeholders.
• Reviews and revises policies to ensure compliance with technology, legal, and RIM requirements.
• Monitors program effectiveness and reallocates resources as needed.
• Develops RIM policies and procedures aligned with industry best practices.
• Promotes an education program on Records and Information Management requirements.
• Chairs the RIM Steering Committee and participates in governance activities.
• Establishes RIM methodologies for managing electronic and digital information assets.
• Collaborates with IT to develop best practices for electronic repositories.
• Oversees program budget and performance reporting.
• Leads the Records and Information Management Division, including supervision and discipline.

Skills

Records management

Data analysis

Policy development

Budgeting

Supervision

Training others

Written and oral communication

Information governance

Project planning

Change management

Education

Bachelor's Degree

CRM (Certified Records Manager)

Notary Public License

Tools

Records management systems

Job description

Under general supervision of the Deputy City Secretary, or designee, the RIM Administrator, administers the records and information management program for the City of Frisco and provides records and information management services to all City Offices in accordance with the City’s Records Management Policy, professional best practices, and all local, state, and federal recordkeeping requirements.

The intent of this position description is to provide a representative summary of the major duties and responsibilities performed by incumbent(s) in this position. Incumbent(s) may not be required to perform all duties in this description and incumbent(s) may be required to perform position-related tasks other than those specifically listed in this description.

Essential Job Functions:

• Oversees the City's compliance with the City’s Records Management Policy, professional best practices, and all local, state, and federal recordkeeping requirements.
• Develops and implements strategic plans for records and information management practices city-wide.
• Provides compliance reports to executive management and stakeholders.
• Reviews, recommends, and revises organization business policies to achieve compliance with technology, legal, and Records and Information Management (RIM) requirements.
• Reviews RIM program effectiveness by setting benchmarks, evaluating program performance, and reallocating resources as needed.
• Develops RIM policies and procedures by reviewing and analyzing recordkeeping methodologies and requirements consistent with industry best practices.
• Develops and promotes an education program for all levels of City-Staff on the requirements and importance of the Records and Information Management Program.
• Chairs the Records and Information Management Steering Committee and participates in governance committees as required.
• Establishes RIM program methodologies for the management of information assets in electronic and digital formats.
• Partners with the City’s Information Technology Department to develop best practices and procedures related to managing electronic information repositories.
• Oversees the preparation of the program budget and reports, including financial reports, contract monitoring, and performance measurement reports.
• Oversees and effectively manages the Records and Information Management Division conducting a full range of supervisory activities including selection, training, evaluating, counseling, and disciplinary action.

Other Important Duties:

• May be required to work evenings and weekends.
• Travels to meetings, conferences, and training.
• Performs other related duties as assigned.
• Regular and consistent attendance for the assigned work hours is essential.

Knowledge, Skills, and Abilities:

• Knowledge of archival issues, trends, and best practices regarding the management of records within the City.
• Knowledge of best practices regarding retention schedule development.
• Knowledge of City records and information management practices, policies, and procedures.
• Knowledge of records management systems and technologies.
• Knowledge of best practices regarding disaster planning and business recovery techniques for records.
• Knowledge of training methodologies and techniques including curriculum development.
• Knowledge of budgetary methods and implementation.
• Knowledge of effective supervision activities.
• Skill in oral and written communication.
• Skill in handling multiple tasks, coordinating support, and effectively prioritizing division and city-wide priorities.
• Skill in using computers and multiple software applications.
• Skill in data analysis, decision making, and problem solving.
• Skill in planning and organizing.
• Skill in communication, team building, and coaching.
• Ability to manage changing priorities.
• Ability to pay close attention to detail.
• Ability to interpret local, state, and federal guidelines to maintain guardianship of public records.
• Ability to keep up to date with emerging technologies and apply this knowledge to daily activities.
• Ability to meet deadlines and effectively communicate the status of projects and assignments.
• Ability to train others.
• Ability to write formal policy and procedure documentation.
• Ability to establish and maintain good working relationships with the public and City employees at all levels.

Education, Experience, and Certifications/Licenses:

• Bachelor’s Degree plus seven (7) years of records and information management experience including 2 years in a supervisory role.; or a combination of education and experience that support the ability to perform the essential functions and/or skills of the job.
• Certified Records Manager (CRM) designation required within two (2) years of employment.
• Must possess a Notary Public License within 6 months of hire date.
• Must pass a pre-employment drug screen, criminal background check and MVR check.
• Must possess a valid State of Texas Driver’s License.

Environmental Factors and Conditions:

• Work is performed in an office setting.

Physical Demands:

• This work typically requires the following physical activities to be performed. A complete description of the activities below is available upon request from Human Resources.
  • Balancing – maintain equilibrium to prevent falling while walking, standing, or crouching.
  • Crouching – bending body forward by bending leg, spine.
  • Fingering – picking, pinching, typing, working with fingers rather than hand.
  • Handling – picking, holding, or working with whole hand.
  • Hearing 1 – perceiving sounds at normal speaking levels, receive information.
  • Kneeling – bending legs at knee to come to rest at knees.
  • Lifting – raising objects from lower to higher position, moving objects side to side, using upper extremities, back.
  • Mental Acuity – ability to make rational decisions through sound logic, deductive reasoning.
  • Reaching – extending hands or arms in any direction.
  • Repetitive Motion – substantial movements of wrists, hands, fingers.
  • Speaking – expressing ideas with spoken word, convey detailed, important instructions accurately, concisely.
  • Stooping – bending body downward, forward at waist, with full motion of lower extremities and back.
  • Talking 1- expressing ideas by spoken word.
  • Visual Acuity 1 - prepare, analyze data, transcribing, computer terminal, extensive reading.
  • Visual Acuity 3 – determine accuracy, neatness, observe facilities/structures.
  • Walking - on foot to accomplish tasks, long distances, or site to site.

Work Environment:

• Work performed is primarily light work, exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force to move objects.