Records Manager - Public Works

City of Boise; Boise (ID); Hybrid; USD 75,000 - 110,000; Full time

Benefits offered by this job

Medical coverage

Retirement plan

Vacation & holidays

Parental leave

Tuition reimbursement

Bus pass

Life & disability insurance

Job summary

The City of Boise Public Works Department seeks a Records Manager to lead the management, preservation, and modernization of records across the department. You will oversee electronic and physical records, guide digitization efforts, and implement consistent retention practices.

Ideal candidates bring five years of records management experience including supervisory roles, plus a bachelor’s degree in a related field. Hybrid work options and strong benefits are offered.

Qualifications

• Bachelor’s degree in a records/information management field or related field.
• Five years of records management experience including supervisory experience.
• Valid state-issued driver’s license.
• Experience with records retention and disposition processes.
• Ability to manage electronic and physical records and digitization efforts.

Responsibilities

• Lead a small records team and manage retention and disposition.
• Develop consistent records practices and SOPs.
• Digitize and organize records; improve storage and access.
• Coordinate with IT on security privileges and metadata.
• Prepare reports and analyze workflows.
• Assist with public records requests under Idaho Public Records Act.

Skills

Supervisory experience

Electronic records management

Documentation and SOP development

Data organization and metadata

Education

Bachelor’s degree in records/information management or related field

Tools

Records management software

Job description

The City of Boise Public Works Department is seeking an experienced Records Manager to lead the management, preservation, and modernization of records across the department. This role oversees a wide range of electronic and physical records, including drawings, maps, technical documents and other long-term records critical to Public Works operations.

The Records Manager will lead a small records team, manage retention and disposition requirements, establish consistent records practices and help move the department toward more efficient electronic records management. A key focus will be evaluating existing paper-based records and processes and identifying opportunities to digitize, organize and improve how information is stored, accessed and maintained.

This is a strong opportunity for a records professional who brings both technical records management expertise and supervisory experience, and who enjoys improving systems, developing best practices and helping an organization manage information effectively for the long term.

To ensure internal equity and alignment with the approved budget for this position, offers are made within the posted hiring range. Although the hiring range is fixed, employees receive an exceptional benefits and total rewards package that enhances the overall value of employment with the City of Boise.

Required Knowledge, Experience, And Training

• Bachelor’s degree in a records and information management field, public administration, business administration or a related field
• And five years of experience in records management including supervisory experience
• Or an equivalent combination of education and/or experience.

Licensing And Other Requirements

• Valid state-issued driver's license.

Special Requirements

• City of Boise background check processes which includes a criminal history check and reference checks in accordance with the City of Boise Hiring Process Regulation
• Driving Record Check
• Criminal Justice Information System background check (CJIS)
• Hybrid Work Eligible

Why the City of Boise?

The benefits are real and among the best in the Treasure Valley:

• 100% Employer paid medical coverage for you and your family.
• PERSI retirement (11.96% Employer Contribution) plus employer-matched 401(k)/457b
• 10 hours vacation/month (grows with tenure), 12 paid holidays, and 8 hours sick leave/month
• 10 weeks paid parental leave
• $500 annual wellbeing incentive
• Tuition reimbursement and free local bus pass
• Basic life and long-term disability insurance at no cost

Disclaimer

This job posting may close earlier than the listed closing date. If this occurs, a minimum of 24 hours’ notice will be provided prior to closing. Applications received for this recruitment may be used to fill similar vacancies within the City of Boise as they occur.

Manages the work of professional, technical and/or other staff; determines organizational structure, staffing needs, and work strategies; ensures adequate resources are available for staff to perform work duties; and ensures that assigned operations and activities comply with organization goals and objectives.

Manages the organization, preservation and protection of public works’ records. Manages the department's filing protocols, overall quality control for records indexed into the system and the department records disposition process. Coordinates record retention and disposition schedules for the department with the city clerk.

Educates and ensures retention and disposition schedules are followed according to federal, state and city codes for the disposition of records requirements. Works with confidential and sensitive information regularly.

Creates department best practices, reports, strategic plans and project schedules for records projects; develops and documents standard operating procedures (SOPs) and trains staff accordingly. Coordinates with the Information Technology (IT) department to manage user security privileges. Manages document types, taxonomy and keyword metadata in the records management system. Responsible for quality control standards and practices.

Compiles data, prepares statistical and narrative reports and analyzes records management workflow. Coordinates with the city clerk to retrieve departmental records from the record center.

Serves on various record-related committees, provides advice and recommendations and is a technical expert on departmental electronic records management issues. Receives and analyzes public information requests and processes them according to the Idaho Public Records Act.

Reviews, proofreads and edits department documents. Provides staff support for council action items and resolutions for public works. Coordinates front desk staff coverage and schedules. Monitors parking validation sticker purchase and use. Gathers information regarding equipment purchasing needs and acquires approvals for purchase. Utilizes a city purchasing card and prepares monthly reconciliation.

Performs other duties as assigned. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this position at any time.

Required Knowledge, Experience, And Training

Bachelor’s degree in a records and information management field, public administration, business administration or a related field and five years of experience in records management including supervisory experience, or an equivalent combination of education and/or experience.

Knowledge of:

• General office practices and procedures, filing systems and office etiquette
• Local, state and federal records requirements
• Supervisory principles and practices
• City records management policies, procedures and processes
• Scanner functions
• Computer usage including related software.

Ability to:

• Extensively use a database for data input and research; investigate and solve assigned problems independently
• Determine data requirements to organize and compile information from various sources into a concise reporting format
• Interpret laws, ordinances, regulations, rules and established policies
• Work independently to develop and maintain effective working relationships with city employees and the general public
• Communicate effectively in the English language at a level necessary for efficient job performance
• Perform all essential functions as assigned by an authorized employee, supervisor and/or manager with or without reasonable accommodation.

Individuals must be capable of operating vehicles safely and have an acceptable driving record.

Preferred Knowledge, Experience, And Training

Bachelor’s degree and nine years of experience in records management and government administrative support and three years of supervisory experience, or an equivalent combination of education and/or experience.

Experience using records management software.

Knowledge of city governments, applicable codes, statutes and administrative rules.

The physical effort characteristics and working environment described here 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.

Physical Efforts

While performing the duties of this job the employee is frequently lifting/carrying up to 35 pounds and occasionally lifting/carrying up to 50 pounds. Also, the employee is always pushing/pulling up to 20 pounds and frequently pushing/pulling up to 35 pounds. The noise level is occasionally moderate. Work includes sensory ability to talk and hear. Work in this position also includes close vision and distance vision. Employees will sit, stand, walk, stoop, kneel, crouch, crawl, reach, grasp, climb and balance. Position requires hand/finger dexterity.Additional physical efforts include: .

Working Environment

The work environment will include inside conditions. Employees will also drive a vehicle as part of this position.