Records Management Coordinator

City of Arvada; Arvada (CO); On-site; USD 83,000 - 113,000; Full time

Job summary

The City of Arvada is seeking a Records Management Coordinator to oversee the City’s records and document management programs, including ECM systems and CORA requests. The role focuses on secure, accessible digital and physical records and coordinating with departments, IT, and staff.

You’ll design and operate the Records Center, implement retention schedules, ensure compliance with laws, and provide training and policy guidance.

Qualifications

• Bachelor's degree or higher in a relevant field with equivalent experience.
• At least 3 years of related records management experience.
• CJIS Certification must be obtained and maintained.
• Pass a criminal background and driving record check if required.

Responsibilities

• Administers records and document management programs and related applications.
• Leads Records Center planning, development, and operations.
• Coordinates CORA requests and liaises with City Attorney’s Office.
• Ensures compliance with retention schedules and applicable laws.

Skills

Records management

ECM systems

Public records requests (CORA)

Policy compliance

Documentation training

Confidentiality

Education

Bachelor's Degree in Business, Library Science or Public Administration

Tools

eDocs

Kofax

citydocs.org

Just FOIA

Civic Clerk

Job description

All positions close Friday morning at 12:01am.

The City of Arvada promotes Equal Pay for Equal Work. Starting salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity. The range listed reflects the entire range and typical placement is entry to mid range. Pay Range: $82,904.79-$113,359.58 Annual

Role Summary

The City of Arvada is hiring a Records Management Coordinator to manage and enhance the City’s records and document management programs. This role supports the secure and efficient management of digital and physical records, oversees document management systems, coordinates public records requests under the Colorado Open Records Act (CORA), and leads the development and operations of the City’s Records Center. You’ll collaborate with departments, IT staff, and other stakeholders to ensure records are accessible, secure, and managed in compliance with applicable laws and regulations.

Essential Job Functions

Administers the City’s records and document management programs and related applications (eDocs, kofax, citydocs.org, Just FOIA, and Civic Clerk). Consults with users on their enterprise content management (ECM) needs and advises on available options to capture, manage, store, preserve, share, and collaborate on content and documents. Develops and delivers user training on how to appropriately use ECM tools. Collaborates with system vendors and information technology (IT) staff to design, deploy, troubleshoot, and fix ECM solutions for optimal systems operations. Manages ECM platforms and collaborates with IT staff to improve technology stacks and research and/or test emerging technologies in electronic records and enterprise content management. Collaborates with IT to support the ongoing integration of city systems, ensuring efficient transfer of information to end users. Leads the planning, development, and implementation of the organization’s stand‑alone Records Center, including designing operational processes and procedures; developing records transfer and inventory strategies; coordinating the systematic relocation of records from the off‑site storage facility; and establishing standards for organization, access, security, retention, and disposition. Coordinates resources and activities necessary to transition the facility into a fully operational Records Center. Directs the day‑to‑day and ongoing operations of the Records Center, ensuring the effective management, security, accessibility, inventory control, space utilization, retrieval, retention, and disposition of organizational records in accordance with applicable laws, regulations, retention schedules, and organizational policies. Determines records retention periods based on applicable statutes, regulations, legal guidance, procedures, and approved guidelines; analyzes records to ensure compliance with retention schedules; monitors records disposition; and consults with departments to identify and classify record titles. Provides policy framework, communication, and training to employees regarding digital and physical records/document information management and personally identifiable information (PII) to ensure compliance with all city ordinances, policies, laws and regulations regarding paper and electronic records. Coordinates all open records requests submitted to the City under the Colorado Open Records Act (CORA); partners with City Attorney’s Office and advises City employees on compliance and best methods for responses. Coordinates and facilitates City Council meetings and workshops, as needed, serving as the Zoom host and providing technical support and troubleshooting assistance to attendees and staff. Coordinates the process of changing from paper to electronic records management systems for various internal customers. Maintains City Clerk’s imaging program used to store electronic images of official City documents; performs internal reviews, audits, and quality control of data systems; acts as City liaison to State Archivist. Maintains records during emergency operations center activation; recommends, develops and/or implements emergency plans and procedures for Citywide records disaster recovery; research FEMA legislation and stays current on updates. Obtains State Archives approval for City's records retention schedule. Travels to and attends team and organizational meetings, training, events and activities and appropriately and professionally represents the department. Ability to work outside of regular business hours to include Council Meetings

Other Job Functions

Performs other duties as assigned.

Knowledge, Skills and Abilities

Solid knowledge of City ordinances, rules and policies, and state and federal laws and regulations that are applicable to records and document management. Solid knowledge of business and technical processes of local government records management. Strong knowledge and technical understanding of document management and enterprise content management systems, components, and functionality. Strong knowledge of the Colorado Open Records Act (CORA). Strong customer focus and customer service skills. Strong attention to detail with a high degree of accuracy. Strong organizational skills and ability to be flexible and work well in an environment with constant interruptions and changing priorities. Solid computer and technical skills with ability to administer and utilize software systems to manage data and create documents, spreadsheets, presentations and/or reports. Strong ability to maintain confidentiality when working with sensitive and confidential information. Ability to effectively communicate information, both verbally and in writing, to support organizational objectives and interact with all levels of personnel within the city in a positive and cooperative manner. Must be able to operate a motor vehicle.

License & Certification

A valid Colorado driver’s license and acceptable driving record is required.

Education

Degree: Bachelors Degree (BA, BS, BBA)

Major: Business, Library Science or Public Administration

Education Required: An equivalent combination of education and experience may be considered.

Work Experience

Related: Three (3) years of related experience in records management or enterprise content management.

Other Qualifications

Must obtain and maintain a Criminal Justice Information Services (CJIS) Certification.

Must pass a criminal background check and a driving record check, if required by the position.

Physical Demands

Moderate to considerable physical effort that includes working from ladders in awkward positions. Frequent use of light or medium weight objects (e.g., 25–50 lbs.) and use of medium weight tools.

Hazards

Minimal exposure to hazards are typically found in general office environment where there is rarely to no exposure to injury or accident.

Work Environment

Exposure to routine office noise and equipment.

Benefits

The City of Arvada offers a robust Total Rewards package. To find out more details, select here.

Vision

We Dream Big and Deliver

Mission

We are dedicated to delivering superior services to enhance the lives of everyone in our community.

Values

Innovation: We excel in creativity, flexibility and the use of best practices while valuing diverse backgrounds, ideas and perspectives. Passion: We are a high performing, inclusive team inspiring each other to pursue excellence. Opportunity: We value our diversity, embrace possibilities, face challenges, persevere and take action to deliver quality results.

Employee Expectations

The City’s Core values are in every employee’s individual Performance Plan which helps us to reinforce our expectations for living and working by our Core Values. Every City employee is expected to perform his/her job to the highest professional standards. This includes upholding the City’s values with integrity and accountability, acting in a manner that is respectful and inclusive towards others, and adhering to the City’s policy on employee conduct as detailed in the personnel rules sec. 70-143.

Equal Employment Opportunity

The City is an Equal Employment Opportunity Employer.

Awards

We have consistently received Top Workplace awards since 2012. Most recently, we received USA Today’s Top Workplaces Award.