This position ensures proper storage and quick retrieval of all current, archived and historical records and to comply with Federal, State and local regulations, laws and retention schedules as pertains to municipal records and documents to include the State of South Carolina Public Records Act, General Records Retention Schedules for Municipal Records, and the Freedom of Information Act. Develops strategies to ensure the integrity of the records and the metadata over the lifetime of the records as the Electronic Document Management Systems (EDMS) are upgraded or replaced along with the Information Technology and Legal departments. Works with all city departments/divisions to ensure organizational compliance. Oversees the development and integrity of the Records Storage Facility. The incumbent, under the direction of the City Clerk, oversees the development, administration, and maintenance of the City’s records management program.
ESSENTIAL JOB FUNCTIONS:
Maintains the city's records and documents of enduring value;
Oversees the metadata and folder structure incorporated in the electronic document management systems;
Ensures that Federal, State, and local record retention guidelines are met;
Writes policies and procedures as needed and update existing file plan and records management policies and procedures that comply with Federal, State and local regulations;
Supervises and trains Document Imaging/Warehouse Specialists; posts open position(s) for hiring, termination, disciplinary actions and evaluation of staff;
Implements best practices for records storage and retention;
Provides guidance and assistance in the event of a disaster;
Provides Records Management guidance to city staff;
Provides training on Records Management for permanent and temporary records (paper and electronic);
Works with Information Technology to create and maintain an automated records filing process;
Oversees long-term and temporary storage of a record as authorized by the Public Records Act;
Oversees the Records Storage Facility and responsible for approval and destruction of its records;
Monitors budget expenditures and maintains a balanced budget;
Prepares annual budget for Records Management Services;
Performs general administrative duties including: answering and returning phone calls, emailing, etc.;
Attends training, meetings, workshops, etc., as required to enhance job knowledge and skills; and
Performs other related duties as assigned.
MINIMUM REQUIREMENTS TO PERFORM WORK:
Associate’s degree in public administration or closely related field;
Five (5) years of relevant prior experience;
Valid South Carolina Class “D” Driver’s License;
Certified Records Manager certification required.
The work is considered medium and involves walking or standing some of the time and involves exerting up to 50 pounds of force occasionally, and/or up to 30 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.