Records Coordinator at Bozeman City of

About the Department

The City of Bozeman is now accepting applications for a Records Coordinator to support our Administration Team.   Help the City’s serve its people by organizing, safeguarding, and sharing document that support decisions that make a difference. 

This is your opportunity to make a meaningful difference in your community by joining the City of Bozeman! You will be part of a passionate team driving positive change while enjoying a fantastic benefits package. Full-time City of Bozeman employees receive top-tier benefits including 15 vacation days, 12 sick days, 12 holidays, 8 weeks of paid parental leave, potential for bilingual pay, excellent retirement options, comprehensive health, dental, and vision plans, discounted ski tickets and gym memberships, and much more!

• Coordinates City-wide records repositories;
• Provides training and support to departmental users on City-wide records repositories;
• Assists with other department-specific records management systems, as assigned
• Assists in designing and managing access to public documents;
• Coordinates the City’s responses to public information requests, including multi-departmental responses, and processing of related payments;
• Works with the City Attorney’s Office to coordinate responses to legal discovery requests, including redaction of private or confidential matter prior to the provision of information to the requestor;
• Coordinates and implements the City’s digitization of physical records for long-term retention and accessibility;
• Maintains the City’s inventory of physical records, assists records custodians with identifying, scheduling, and disposition of obsolete records in accordance with retention schedules;
• Works with the City Attorney’s office and other relevant departments to compile, review, and organize documents for record dissemination in response to public record, subpoenas, or other requests;
• Conducts thorough searches of physical and digital records to locate and retrieve requested information;
• Interprets and applies departmental or office rules, policies, and regulations in accordance with prescribed procedures and guidelines;
• Maintains accurate records of persons contacted, actions taken, and payments received;
• Copies, packages, and distributes a variety of written materials and digital media;
• Keeps immediate supervisor and designated others accurately informed concerning work progress, including present and potential work problems and suggestions for new or improved ways of addressing such problems;
• Attends meetings, conferences, workshops, and training sessions and reviews publications and audio-visual materials to become and remain current on principles, practices, and new developments in assigned work areas;
• Responds to citizens’ questions and comments in a courteous and timely manner;
• Communicates and coordinates regularly with appropriate others to maximize the effectiveness and efficiency of interdepartmental operations and activities;
• Performs other duties consistent with the role and function of this classification.

Position Duties

• Bachelor’s degree in public administration, information sciences, political science, or a closely related field; and
• Some (1-3 years) of experience in records management or information governance, or
• Any combination of experience and training which provides the equivalent scope of knowledge, skills, and abilities necessary to perform the work.

Minimum Qualifications

• Substantial knowledge of records management principles, practices, and retention schedules;
• Substantial knowledge of office filing systems and procedures including electronic databases;
• Substantial knowledge of or ability to quickly learn the function of services within the public sector, preferably within a municipal government;
• Substantial knowledge of or ability to quickly learn current practices and procedures involved in City service delivery;
• Substantial knowledge of or ability to quickly learn the overall functions, duties, and responsibilities of assigned Departments/Divisions;
• Substantial knowledge of office procedures, practices, and equipment for tracking requests, payments, and related documentation;
• Some knowledge of confidential criminal justice information (CCJI), federally required records, state laws and regulations governing public records, disclosure, and confidentiality;
• Some knowledge of legal discovery processes, including requirements for redaction of private or confidential information;
• Some knowledge of good phone etiquette and practices;
• Ability to deal with a wide range of persons, including situations in which individuals may be upset over some issue involved with City activities and policies;
• Ability to communicate effectively with others, both orally and in writing, using both technical and non-technical language;
• Ability to understand and follow oral and/or written policies, procedures, and instructions;
• Ability to prepare and present accurate and reliable reports containing findings and recommendations;
• Ability to operate a personal computer using standard or customized software applications appropriate to assigned tasks;
• Ability to use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions;
• Ability to perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines;  
• Ability and willingness to quickly learn and put to use new skills and knowledge brought about by rapidly changing information and/or technology;
• Demonstrates integrity, ingenuity, and inventiveness and the use of the appropriate levels of discretion in the performance of assigned tasks;
• Consistently performs assignments in accordance with the City’s Core Values of Integrity, Leadership, Service and Teamwork.

Other Qualifications

• Professional certification in records management or information governance preferred but not required;
• Must obtain Notary Public certification within 12 months of employment date;
• Offers for employment are conditional upon a satisfactory response to post conditional offer process.