City Records Manager

Salary Range

7,590.00 - 10,268.00

Job Summary

As one of the fastest growing cities in the Pacific Northwest, Vancouver is building a city of the future through innovation, sustainable development, great leadership and working with an engaged community. Our growth is guided by our core values of livability, sustainability and resiliency, innovation, and equity and inclusion, and we accomplish our work through collaboration, innovation, compassion and empowerment.

If who we are speaks to you, and if you’re the type of person who is interested in joining a team responsible for ensuring compliance and managing collaboration as part of the City Records Division then the City of Vancouver may be for you.

We’re currently recruiting for a City Records Manager. Under the direction of the General Services Director, the primary job responsibilities for the job are to supervise, plan, and coordinate the activities and operations of the City Records Division; manage assigned activities in collaboration with other departments, outside agencies, and the general public; and provide highly responsible and complex staff assistance, training, and oversight regarding the collection, storage, retrieval and retention of citywide records data. Manage the public disclosure request (PDR) process for the city in collaboration with VPD Records. In consultation with the City Attorney’s Office, ensure compliance with local, state, and federal laws, rules, and regulations. Collaborate with government agencies in auditing, reporting, and information sharing. Lead development, implementation of technologies and processes and strategic initiatives to improve record management citywide.

This is a full-time, regular, non-union position. The schedule for this position is M-F, 8am to 5pm.

Posting open until filled. First review date - November 15, 2024.

Job Details

Essential Functions:

• Select, train, motivate and evaluate records personnel; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline and termination procedures. Identify and implement staff development opportunities. Promote teamwork, collaboration, and high customer service.   
• Select, plan, prioritize, assign, supervise and review the work of assigned staff; review work for accuracy and compliance with state law, municipal code, and local rules. Develop records management policies, including retention compliance with state-issued records retention schedules.  Instruct and train City staff on records management policies.
• Supervise the collection, storage, retrieval, and retention of City-wide records data, including electronic records data.  Perform quality control functions for the City and engage in continual process improvement strategies. Coordinate City-wide efforts to maintain records inventory, and destroy or retain inactive records and files in compliance with state-issued record retention schedules, local laws, and local rules; provide analysis and guidance in the establishment of data classification including file naming and metadata procedures, storage systems and technology recommendations; coordinate  City-wide record destruction efforts; manage records storage operations by accessing, storing, retrieving and appropriately disposing of records, which may include destruction of paper or electronic files or transmission of paper or electronic files to the Washington State Archives for selective or permanent retention.  Analyze and determine documents to be scanned; coordinate scanning, identify electronic document type required, perform quality analysis, ensure submission of document and metadata to City’s records management system.  Provide subject matter expertise and support for the City’s record management systems. Update communications and other templates based on changes in the law in consultation with the City Attorney’s Office.
• Define division goals and objectives.  Evaluate division operations and activities. Implement policies and procedures.
• Forecast, recommend, and manage division budget, including preparing cost estimates with justifications, monitors and expense controls.
• ​​​Work with the Information Technology department to determine requirements for City records systems. May lead or assist in the training of direct reports and other city staff.​​
• Develop and implement policies and procedures to improve day-to-day operations and functions of the team.  Prepare reports on program performance, needs, services information and provide solutions to issues, evaluate, and improve division programs.
• Responsible for administration and compliance with state and federal laws and regulations, relating to maintenance and disclosure of City records.  Compile information and data for statistical or reporting purposes. Supervise use of GovQA, or similar, databases used by the City for records disclosure pursuant to Chapter 42.56 RCW. Collaborate with federal, state, city, and county government agencies in auditing, reporting, and information sharing, including annual report.
• Lead procurement process for requisition of goods and services related to functions of the City Records Department, including off-site storage, on-site shredding, and electronic code requirements.
• Perform other duties and responsibilities as assigned.     

Qualifications

Experience and Education

• Minimum of eight (8) years’ experience of increasingly responsible archives and records management experience with at least two (2) years of experience in a supervisory role. Experience working for a public agency and/or working with public records is preferred.
• Equivalent to a Bachelor's Degree in Information Science or equivalent field of study, including archival coursework. Masters degree is preferred.
• Equivalent combinations of education and experience may be considered.

Computer Skills

• Fluency with using and managing a variety of software and software as service that supports records management.  Knowledge of eDocs, GovQA, Discovery Accelerator, O365 Purview eDiscovery and other O365 compliance management tools, or equivalent systems. Experience working with the Code Publishing vendor, or another code publishing entity, is a plus.
• Intermediate skills in Microsoft Word, Excel, Outlook, PowerPoint.

Required Licenses and/or Certifications

• Ability to obtain a Certified Records Manager certification

Knowledge

• Principles and methods of records and information management, including data classification, metadata application and management, electronic data archival standards and best practices, retention analysis, experience applying redaction tools, and facility and extensive experience with technological environments requiring the application of these principles, including the ability to troubleshoot software issues
• Storage and destruction best practices for paper and other non-electronic records in conformance with Washington State Archives retention schedules
• Experience using and administering GovQA, EDocs, Microsoft O365 Compliance Manager and Purview eDiscovery, Enterprise Vault, and EV Discovery Accelerator, ePlans (any other database) and or proven experience managing and administering similar software programs intended for the retention and retrieval of record
• Municipal code service providers
• Public Records Act and other statute exemptions and prohibitions from disclosure, including federal prohibitions; knowledge of applicable case law and coordinating with attorneys to ensure risks are mitigated
• Planning, developing, and administering budgets
• Manage, troubleshooting, and problem solving of records management systems
• Warehouse operations and recordkeeping systems for retention and destruction of evidence and records.
• Legal definitions and terminology pertaining to records management and compliance
• Pertinent federal, state and local laws that pertain to: Records, records retention, public disclosure, and various types of public records.

Abilities

• Preparation of variety of narrative and statistical reports and other written materials for internal and external stakeholders
• Read, interpret, apply, and explain applicable laws, rules, and policies and procedures, relying on the City Attorney’s office to provide legal advice as necessary
• Analyze situations accurately and adopt an effective course of action
• Plan and organize a complex and varied workload
• Train, assign, supervise and evaluate the work of staff
• Train City employees on records management duties, i.e. records retention requirements and best practices, Public Records Act requirements, and best practices
• Manage and meet project schedules and timelines
• Develop and modify work procedures, methods, and process to improve staff efficiency and reduce risk
• Work in a manner consistent with the City of Vancouver’s Vision and Values
• Be a team player; develop and maintain collaborative and respectful working relationships with team members and all City employees
• Provide a high level of internal and external customer service
• Maintain regular and dependable attendance

This position is subject to successful completion of a pre-employment reference check, a basic criminal background check, a credit check, and may include a fingerprint background check.

Job Posting End Date

Open Until Filled