City Records Management Specialist na City of Boise, ID

About the Department

Join the City of Boise as a City Records Management Specialist and play a key role in preserving and managing the city’s official public records. In this position, you’ll oversee city-wide records programs, respond to public records requests, develop retention schedules, and ensure compliance with state and local laws. You’ll have the opportunity to work with historical collections, lead committees, and serve as a technical expert on records management, all while making a tangible impact on the community.

Benefits:

• Zero-premium medical coverage and low-cost dental/vision

• Retirement plans with employer match (PERSI, 401(k), 457b)

• Generous paid leave, including vacation, sick leave, holidays, and parental leave

• Wellness incentives, tuition reimbursement, and flexible spending accounts

• Life and Long-Term Disability insurance at no cost

• Employee Assistance Program, transit perks, and corporate discounts

Position Duties

Receives and dispatches all public records requests (PRRs) received by the city to the appropriate department(s). Responds to PRRs on behalf of the department and assists all system users with process or technical questions. Develops reporting on PRRs and the system.

Manages the organization, preservation and protection of city records according to state and city regulations, organizational policies and best practices. Oversees the city’s records management including storage, retrieval, retention and destruction processes. Creates, documents and manages records retention and disposition schedules as well as standard operating procedures (SOPs), including document types, taxonomy and metadata standards. Develops and conducts training for education and outreach in all aspects of city-wide records management and PRRs. Coordinates with the IT department to manage user security privileges. Leads various records-related committees, provides advice and recommendations and serves as a technical expert on records management issues to ensure city-wide compliance.

Manages the city’s records center including maintenance, organization and security. Develops and maintains descriptions for all city-wide records inventory and ensures proper inventory control. Works to preserve and catalog historical collections and records in coordination with the Department of Arts and History. Coordinates with departments to retrieve records from the records center. Creates and analyzes reports on records workloads, box circulation and inventories.

Serves as backup for the city clerk administrative assistant and legislative and records supervisor, as needed.
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.

Minimum Qualifications

Required Experience, Training, Knowledge and Skills
High school diploma or equivalent and four years of progressively responsible experience in records management in a lead role, 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
• research methods
• computer usage including related software
• and record management and archival collection practices.
 
Ability to:
• determine data requirements to organize and compile information from various sources
• interpret laws, ordinances, regulations, rules and established policies
• work without close supervision
• 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
• and perform all essential functions as assigned by an authorized employee, supervisor and/or manager with or without a reasonable accommodation.
• Individuals must be capable of operating vehicles safely and have an acceptable driving record.

Preferred Experience, Training, Knowledge, Skills and Certifications

• Bachelor’s degree with one year of experience in records management, or an equivalent combination of education and/or experience.
• Experience using records management software.
• Knowledge of city governments, applicable codes, statutes and administrative rules.

Required Certificates and Licensures
• Valid state-issued driver’s license.

Special Requirements 
Ability to successfully pass City of Boise background check processes which include reference checks and criminal history checks.

Credit History Check 

Driving Record Check

Boise Police Department Criminal Justice Information System Background Check (BPD CJIS)

Other Qualifications

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 occasionally lifting/carrying up to 10 pounds and rarely lifting/carrying up to 20 pounds. Also, the employee is occasionally pushing/pulling up to 10 pounds and rarely pushing/pulling up to 20 pounds. The noise level is frequently moderate. Work includes sensory ability to talk, hear and touch. Work in this position also includes close vision. Employees will sit, stand, walk, stoop, kneel, crouch, crawl, reach, grasp, climb and balance. Position requires hand/finger dexterity.

Working Environment
The work environment will include inside conditions, areas of dust, odors, mist and gases or other airborne matter. Employees are exposed to mechanical hazards. Employees will also drive a vehicle as part of this position.