City of Tampa

Archives and Records Manager (#818210) MA

$38.81-$60.93 Hourly / $6,727.07-$10,561.20 Monthly / $80,724.80-$126,734.40 Yearly

Introduction

This is highly responsible work managing the implementation, retention and maintenance of paper and electronic records management and archives programs.

Nature Of Work

The employee in this class is responsible for the development, implementation and administration of the policies and procedures for the Archives and Electronic Records program. Supervision is exercised over subordinate personnel engaged in fulfilling public records requests, providing retention, retrieval, preservation, digitization and disposal services for the records of all municipal departments. Under direction, this position is also responsible for reviewing opportunities and best practices in the area of electronic records management programs that will benefit the departments. The employee performs work of more than average difficulty providing coordination of records management activities with municipal officials and state archival personnel. The employee must exercise considerable initiative and independent judgment, as well as tact and courtesy, in extensive contact with other governmental officials.
Work is reviewed while progress through conferences, reports submitted and results achieved. Appointed position; employee serves at the pleasure of the Mayor.

Examples of Duties

Supervises the activities of subordinate personnel in providing records management services, including retention, storage, utilization, digitization, preservation, and disposal of records for all municipal departments; recommends employment, promotion, transfer, and termination of employees; administers disciplinary actions, as required; completes employee performance evaluations; approves leave requests.
Initiates, coordinates and manages records management programs and records retention training for City staff including the development of training materials.
Coordinates and manage other activities identified by the City Clerk in association with implementation of electronic automation and other special projects, including the development of policy and procedure changes that may be identified; troubleshoots problem areas inherent in records management project implementation.
Uses Enterprise Content Management (ECM) technologies (SO 15489 specifically); sets policies and standards; assigns responsibilities and authorities; establishes and promulgates procedures and guidelines; implements and administers specialized systems for managing records, integrating records management into business systems and processes; manages electronic and paper records.
Serves as the liaison and point of contact between the City and vendors for the electronic records automation projects.
Develops quality and productivity improvement capabilities to improve services and effectiveness; establishes standards, procedures, and techniques for the electronic management of municipal records; develops, prepares, updates, and publishes standards for records retention; provides for the security and preservation of municipal records.
Maintains liaison with municipal departments and state archival officials to establish and provide retention and disposal standards and schedules for records; advises departmental officials on records retention, storage and disposal, and microfilm design; provides departments with budget estimates of micrographic needs; serves as the city’s appointed Records Management Liaison officer to the Florida Bureau of Archives and Records Management, and as a representative on various boards and committees.
Prepares budget for the Archives and Records Division; prepares and presents reports, as required.
Seeks out best practices of electronic document imaging technology for upgrading of production capabilities on a city-wide basis; serves as the point of contact between the City Clerk’s Office and departments for spearheading new initiatives in electronics records management; coordinates and manages City staff efforts in the production of the workflow assessment activities of the vendor; determines equipment and software needs; coordinates and manages the procurement of all identified hardware and software to ensure such items are ordered, received and installed.
Completes all project documentation and all project closure activity; archives all key project documents.
Performs related work as required.

Knowledge, Skills & Abilities

Considerable knowledge of: techniques and principles of electronic records and information management; municipal and state regulations, ordinances, and statutes pertaining to records and information management (e.g. Florida Statutes on public records, government in the sunshine, records retention schedules, etc.); effective supervisory techniques.
Working knowledge of: electronic records and archiving procedures and systems; vital records protection methods; automated office systems.
Ability to: plan, assign and direct subordinate personnel; develop, evaluate and maintain records management systems and procedures; prepare budgets; use records and information management software; establish and maintain effective working relationships with other employees, vendors and municipal and state officials; assign and review the work of employees and provided proper instruction; communicate effectively and concisely, orally and in writing; collect, analyze, evaluate data and prepare and present oral and written reports in a clear, concise and timely manner.
Skill in: the use of computers and the associated programs and applications necessary for successful job performance.

Physical Requirements

Mostly sedentary, indoors, requires extended use of computer, typing and viewing monitor.

Minimum Qualifications

Graduation from an accredited college or university with a bachelor’s degree in computer science, business or a closely related field and three (3) years records management experience to include one (1) year of supervisory experience. OR an Equivalent combination of education (not less than possession of a high school diploma/GED), training and experience that would reasonably be expected to provide the job-related competencies noted above.

Licenses or Certifications

One of the following is preferred: Institute of Certified Records Management (ICRM), or International Certified Records Manager (IRMA); Association of Information & Image Management (AIIM); Electronics Records Management (ERM Master).
Possession of a valid driver’s license required.

Examination

Evaluation of education and experience. Drug testing is included in all pre-employment processing.

Comments

During periods when the Mayor issues an emergency declaration for the City of Tampa, all employees may be required to work in preparation, response or recovery activities related to the stated emergency.
CLASS: 818210; EST: 4/25/2022; REV: 1/17/2024;