Records Management Assistant

City-of-Delray-Beach,-Fl; Delray Beach (FL); On-site; USD 50,000 - 75,000; Full time

Job summary

The City of Delray Beach is seeking an experienced records management professional to coordinate the city's records management program and assist the City Clerk in designing, implementing, administering, and maintaining the program.

The role involves developing retention schedules, overseeing purges, coordinating with departments, managing the records warehouse, and conducting trainings to ensure compliance with legal requirements and policies.

Qualifications

• High school graduate or GED required.
• Three years' verifiable experience in developing, implementing and maintaining a records management program.
• Education equivalent to AA degree in records management accepted.
• Must possess a valid Florida driver's license.
• Certification as a Records Manager is highly desirable.

Responsibilities

• Develops records retention schedules and procedures.
• Oversees annual file purges and disposition.
• Works with departments on retention, maintenance, archiving and disposition of records.
• Organizes and maintains records warehouse/storage facility and all records and files stored in the Office of the City Clerk.
• Conducts training, workshops and meetings on records management.
• Retrieves records as needed. Dispose of records in accordance with state guidelines.
• Reviews records retention and destruction forms for accuracy and submittal to the City Clerk.
• Provides clerical and administrative assistance to meet the operational requirements of the department.
• Coordinates transportation of documents to records warehouse for storage or preparation for destruction.
• Coordinates shredding events with vendor.
• Fosters positive employee relations and employee morale on a City-wide basis.

Skills

Records management

Legal knowledge

Communication

Independent work

Attention to detail

Education

AA degree in records management (or equivalent)

Tools

Office software

Job description

Veterans' Preference Applies

EEO Statement

The City of Delray Beach does not discriminate on the basis of race, color, national origin, sex, religion, age or disability, marital status, family status or sexual orientation in employment or the provision of services

Non-Smoking

The City of Delray Beach is a Non-Tobacco Workplace. The City will not consider applicants who have used tobacco or nicotine products for a period of at least three months prior to application for employment. The definition of "tobacco or nicotine products" includes but is not limited to, cigarettes, cigars, chewing tobacco, pipes, snuff, e-cigarettes and nicotine patches or gum.

This position is responsible for coordinating the City's records management program. This work involves providing primary assistance to the City Clerk for designing, implementing, administering and maintaining the program.

The following duties are normal for this position. The omission of specific statements of duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

• Develops records retention schedules and procedures.
• Oversees annual file purges and disposition.
• Works with departments on retention, maintenance, archiving and disposition of records.
• Organizes and maintains records warehouse/storage facility and all records and files stored in the Office of the City Clerk.
• Conducts training, workshops and meetings on records management.
• Retrieves records as needed. Dispose of records in accordance with state guidelines.
• Reviews records retention and destruction forms for accuracy and submittal to the City Clerk.
• Provides clerical and administrative assistance to meet the operational requirements of the department.
• Coordinates transportation of documents to records warehouse for storage or preparation for destruction.
• Coordinates shredding events with vendor.
• Fosters positive employee relations and employee morale on a City-wide basis.

Requirements

• High school graduate or GED certification.
• Three (3) years' of verifiable experience in the development, creation, implementation and maintenance of a records management program.

OR

• An education equivalent to an Associate of Arts degree from an accredited college or university with major coursework in records management.

AND

• Must possess a valid Florida driver's license with a clean driving record.
• Certification as a Records Manager is highly desirable

A comparable amount of training, education or experience may be substituted. Possession of a valid Florida driver's license. Certification as a Records Manager is highly desirable. Knowledge of principles of records management. Knowledge of the legal requirements of local, state and federal laws. Knowledge of a variety of office machines and equipment, including computer and related software. Knowledge of English, spelling, punctuation and mathematics. Ability to work independently and adhere to established policies and procedures. Ability to establish and maintain effective working relationships with employees and the general public. Ability to communicate effectively in oral and written form. Ability to adapt to an evolving and continually improving environment.

The abilities expected of all employees include being able to respond to supervision, guidance and direction of superiors in a positive, receptive manner and in accordance with stated policies, be appropriately groomed and attired so as to present a professional image in accordance with the organization's mission, goals, and policies; report for work promptly and properly prepared at the time and place required by the assignment or orders; notify the appropriate supervisor of intended absences in accordance with stated rules; conform with standards and rules regarding use of accrued time; demonstrate a polite, helpful and courteous manner when engaged in any activity with the public; operate and care for equipment to manufacturer's specifications and/or within the specified parameters; demonstrate an understanding, consideration, and respect of cultural, religious, and gender differences when interacting with the public and colleagues.

A comparable combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position, may be substituted for the minimum qualifications.

Physical Demands/Work Environment:

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. The work environment characteristics described 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. While performing the duties of this job, the employee is frequently required to sit and talk or hear, use hands to finger, handle, feel, or operate objects, tools, or controls, and reach with both hands and arms. The employee is occasionally required to walk and stand. Ability to lift 50 pounds and use equipment associated with the storage of records in a warehouse environment(e.g. rolling ladder, lifts and other related or similar equipment). Specific vision abilities required by this job include close vision and the ability to adjust focus. Must possess manual dexterity, with ability to use computer keyboard for data entry at a prescribed rate of speed. Ability to sit at a desk and view a display screen for an extended period of time. Works inside in a climate-controlled environment. Also works in warehouse conditions with no natural light and potential for exposure to dust.

SELECTION GUIDELINES:

Formal application, rating of education and experience; oral interview and reference check; job related tests might be required. The job description does not constitute an employment agreement with the employer, and requirements of the job change.