Sr Assistant RIM (Records Information Mgt) Administrator at City of Frisco, TX

About the Department

Under general supervision of the Records/Information Management Manager, assists with the development, coordination, facilitation and administration of the city-wide records management program to ensure compliance 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.

Note: Sr Assistant RIM (Records & Information Management) Administrator is a working title used for external clarity.  The official classification is Sr Municipal Records and Information Management Coordinator.  

Hiring Range: Depending on Qualifications - $2,411.55 Bi-weekly - $3,496.74 Bi-weekly

Position Duties

• Leads coordination, facilitation, development, and administration of the City-wide records and information management program. This also includes disaster, preservation, and recovery programs for all City records.
• Oversees analysis and evaluation of the effectiveness of record-keeping operations City-wide using professional best practices, standards, and complex legal retention requirements.
• Provides professional oversight to Municipal Records and Information Management Coordinator, Department Records and Information Management Coordinators, Department Records and Information Management Technicians I and II, and Department Records Liaisons.
• Initiates legal holds through written notification, ensuring the preservation of records relevant to pending or anticipated litigation, audits, or investigations.
• Provides technical and best practice recommendations and participates in the development, implementation, and administration of records management policies, standards, and procedures for indexing, classification, retention, disposition, and protection.
• Collaborates with IT to ensure the effective management, support, configuration, and implementation of digital records repositories and other records applications in compliance with retention policies.
• Conducts complex audits of departments to ensure compliance with the City records control schedule and records management program policies. Prepares reports, makes recommendations, and files revisions to the certified records control schedule.
• Reviews departmental annual reports, records inventories, and record keeping operations and makes recommendations for improvement.
• Develops and maintains internal documentation and training materials for records management applications and procedures.
• Serves as Vice Chair of the Records and Information Management Steering Committee and assists the Records Information Management Administrator with preparation and execution of the committee meetings.
• Oversees the development, maintenance, review, and approval of City-wide records control schedules to ensure compliance with local, state, and federal records management regulations.
• Plans, develops, and presents training programs on records management policies, procedures, and systems usage to all levels of City Staff.
• Conducts research and presents professional best practices, standards, and records management requirements.
• Leads the records management needs assessments for departmental participation in records and information management projects.
• Reviews and approves departmental requests to transfer inactive records to the Records Center or destroy records that have met retention requirements.

• Assists in the preparation of the RIM Division budget and monitors expenditures.
• Responds to and resolves difficult and sensitive stakeholder inquiries and complaints. 
• Stays current on state and federal legislation impacting local government records as well as ISO and ANSI/ARMA records management standards. 
• May be required to work evenings, weekends, and some overtime.
• Travels to attend meetings, conferences, and training.
• Performs other related duties as assigned.
• Regular and consistent attendance for the assigned work hours is essential.

Minimum Qualifications

• Knowledge of professional records and information management theory, best practices, principles, standards, industry trends, technologies, and compliance requirements. 
• Knowledge of best practices regarding retention schedule development.
• Knowledge of archival issues, trends, and best practices regarding the management of records with historical value. 
• 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. 
• Skill in oral and written communication.
• Skill in handling confidential and personally identifiable information (PII).
• Skill in handling multiple tasks, coordinating support for assigned departments, and prioritizing job duties.
• Skill in configuring, troubleshooting, and supporting records management software, digital repositories, and database-driven applications. 
• Skill in metadata creation, management, and applying metadata schemas for effective records classification and retrieval. 
• Skill in data analysis, decision making, and problem solving.
• Skill in planning and organizing. 
• Skill in communication, team building, and coaching. 
• Ability to keep current 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.
• Ability to pay close attention to details.  

• Bachelor's degree in Records Management, Library Science, Information Science, or related field and three (3) years of records and information management experience and CRM designation issued by the Institute of Certified Records Managers; or Bachelor's Degree in Records Management, Library Science, Information Science, or a related field and five (5) years of records and information management experience or equivalent combination of education and experience that support the ability to perform the essential functions and/or skills of the job. 
• Certified Records Management (CRM) designation issued by the Institute of Certified Records Managers must be completed/obtained three (3) years after hire date. 
• Professional Certifications issued by ARMA International or AIIM may be substituted for a maximum of two (2) years of the required education or experience.
• Must pass a pre-employment drug screen, criminal background check and MVR check.
• Must possess a valid State of Texas Driver's License.

Other Qualifications

• Work is performed in an office setting.
• 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.
• Walking - on foot to accomplish tasks, long distances, or site to site.