Under general supervision by the city clerk, responsible for day-to-day maintenance and support of the city’s records and document management.
Meets with departments to document current recordkeeping processes and procedures, determine needs, make recommendations, and provide related training.
Consults with users on Laserfiche storage and recordkeeping needs; advises on available options to capture, manage, store, preserve, share and collaborate on content and documents.
Provides user training on how to appropriately use Laserfiche.
Collaborates with system vendors and information technology (IT) staff to design, deploy, troubleshoot and fix solutions for optimal systems operations.
Assists City Clerk with policy framework, communication and training to employees regarding digital and physical records/document information management and personally identifiable information (PII) to ensure compliance with all city ordinances, policies, laws and regulations regarding paper and electronic records.
Coordinates all open records requests submitted to the city under the Colorado Open Records Act (CORA); partners with City Attorney’s Office and advises city employees on compliance and best methods for responses.
Recommends, updates and implements records management policies, classification systems and retention schedules and informs or educates employees on changes.
Manages records inventory according to records retention schedules and policy.
Oversees the physical and digital storage of city documents to include: arranging, indexing, and classifying all records and arranging access to information.
Coordinates the process of changing from paper to electronic records management systems for various internal customers.
Maintains City Clerk’s imaging program used to store electronic images of official city documents; performs internal reviews, audits, and quality control of data systems; acts as city liaison to State Archivist.
Coordinates with city clerk to maintain records during emergency operations center activation; recommends, develops and/or implements emergency plan and procedures for citywide records disaster recovery; researches FEMA legislation and stays current on updates.
Attends business meetings, conferences and other relevant activities that may take place outside of normal business hours and may require travel to off-site locations.
Cross trains and performs as back up to the City Clerk or Deputy City Clerk as needed.
Other similar duties and projects as required.
Minimum Qualifications
Bachelor’s degree; and
Three (3) years of related records management experience including administering an electronic records management system such as Laserfiche;
OR
An equivalent combination of education, training and work experience that produces the knowledge, skill, and ability to perform the essential duties and responsibilities of the position may be considered.
Must be able to pass a pre-employment criminal background check.
Ability to obtain Certified Municipal Clerk (CMC) certification and Certified Records Manager (CRM) certification (city will pay for training and certification).