Summary Statement

The department of Finance/Administration is currently seeking qualified candidates for the position of Record Specialist. If you’re looking for a fulfilling, meaningful career with top-notch benefits we would love for you to join our team. City employees are provided competitive compensation combined with unparalleled leave, health, and retirement benefits.

City Records Specialist supports and administers City-wide official public records. Ensures operational practices, and works independently and collaboratively with other department staff to ensure compliance according to state and local laws and policies. Tracks record data through hard copy and computerized database and compile data for records management analysis. Works independently under general direction.

Essential Functions

Manages the organization, preservation, and protection of City-wide records through the understanding of state and city regulations, and the development of organizational policies, standards and processes, and best practices. Develops and documents standard operating procedures (SOPs) and develops knowledge base content for other City-wide users. Oversees paper and electronic records indexed into the electronic content management system and for the City’s records management, retrieval, retention, and destruction process. Creates, manages, and assists departments with records retention and disposition schedules, document types, taxonomy, and keyword metadata in the records management system. Develops and conducts training for education and outreach in all aspects of City-wide records management. Coordinates with IT to manage user security privileges. Oversees contracts and maintenance for secure and controlled storage facilities. (40%)

Compiles data prepares statistical and narrative reports, and analyzes records management workflow. Develops and maintains descriptions for all City-wide archive inventory and ensures proper inventory control of archived records. Creates periodic and detailed reports to analyze records workloads, progress, and archive inventories. Works to preserve and catalog historical collections and records in coordination with the Arts and History Department. Coordinates with the public and individual departments to retrieve records from the records center and other record management systems. Monitors and balances document tracking. Receives, monitors, processes, and analyzes all department and City-wide public information requests. Leads various records-related committees, provides advice and recommendations, and serves as a technical expert on paper and electronic records management issues to ensure City-wide compliance. (20%)

Reconciles the City Clerks' daily deposits, web payments, petty cash, and credit card and cash transactions. Identifies overages or shortages and adjusts accounts accordingly. Enters data into the City's accounting system and deposits funds with the City Treasurer. Works with confidential and sensitive information. (20%)

Provides administrative backup support to Boise City Council and primary support to legislative bodies. Develops, creates, reviews, and approves the compilation and distribution of City Council, boards, and other commission or agency documentation, agendas, and records, and publishes minutes, resolutions, and public hearing notices. Gathers appropriate and necessary signatures, records and notifies taxing districts, and generates final executed contracts and documents. (20%)

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. Total Percentage = 100%

Requirements

Required Knowledge, Experience, And Training
Four years of progressively responsible experience in records management in a lead role, and a high school diploma or GED, 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; and record management and archival collection practices.

Ability to : operate a computer with demonstrated proficiency using contemporary and related database, word processing, and spreadsheet software applications at an appropriate level for efficient job performance; extensively use a database for data input and research; independently investigate and resolve assigned problems; determine data requirements to organize and compile information from various sources into 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; display an attitude of cooperation and work harmoniously with all levels of City employees, the general public and other organizations; communicate effectively in the English language at a level necessary for efficient job performance; maintain confidentiality with sensitive documents or information; complete assignments in a timely fashion; understand and comply with all rules, policies and regulations; maintain prompt and regular attendance; perform all essential and marginal 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 Knowledge, Experience, And Training
Bachelor’s Degree with one 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.

Licensing And Other Requirements

Valid driver’s license.

Special Requirements
Applicants must be able to pass:

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

Credit History Check

Driving Record Check

Criminal Justice Information System background check (CJIS)

Working Conditions

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.

Top talent deserves top-notch benefits. The City is among the best in the Treasure Valley when it comes to the benefits and perks we offer our employees.

Most positions are eligible for the general benefits listed here; firefighters, police officers, senior managers, command staff, and directors may be offered other benefit plans.

Healthcare- ZERO premium medical coverage for you and your family:

• Low-cost dental and vision options.
• Post-employment health savings account.

Retirement and Investment Plans:

• PERSI retirement benefits
• 401(k) or 457b pre-tax investment options with employer match.
• 457b Roth after-tax investment options with no match

WellBeing Program:

• Up to $500 cash per year for participants.
• Alternative transportation incentives.

Paid Leave – City employees receive generous paid leave:

• 8 hours of vacation per month, and this increases the longer you stay with the City
• 11 paid holidays every year
• 8 hours of sick leave per month
• Six weeks Parental Leave

Life & Long Term Disability:

• Basic Life insurance at no cost to you
• Long Term Disability insurance at no cost to you

Other optional benefits:

• Pre-tax Flexible Spending Accounts
• Supplemental Life Insurance
• Supplemental Disability Insurance
• Tuition reimbursement
• Free local bus pass
• Corporate discount programs
• AFLAC
• Employee Assistance Program for short-term counseling on work, family, finances, and personal issues.

Please visit our website for further details mybenefits.cityofboise.org