Records Management Coordinator

Records Management Coordinator

The City of Arvada is hiring a Records Management Coordinator to manage and enhance the City's records and document management programs. This role supports the secure and efficient management of digital and physical records, oversees document management systems, coordinates public records requests under the Colorado Open Records Act (CORA), and leads the development and operations of the City's Records Center. You'll collaborate with departments, IT staff, and other stakeholders to ensure records are accessible, secure, and managed in compliance with applicable laws and regulations.

Essential Job Functions

• Administers the City's records and document management programs and related applications.
• Consults with users on their enterprise content management needs and advises on available options.
• Develops and delivers user training on how to appropriately use ECM tools.
• Collaborates with system vendors and information technology (IT) staff to design, deploy, troubleshoot, and fix ECM solutions.
• Manages ECM platforms and collaborates with IT staff to improve technology stacks and research and/or test emerging technologies in electronic records and enterprise content management.
• Collaborates with IT to support the ongoing integration of city systems, ensuring efficient transfer of information to end users.
• Leads the planning, development, and implementation of the organization's stand-alone Records Center.
• Directs the day-to-day and ongoing operations of the Records Center.
• Determines records retention periods based on applicable statutes, regulations, legal guidance, procedures, and approved guidelines.
• Provides policy framework, communication, and training to employees regarding digital and physical records/document information management and personally identifiable information (PII).
• Coordinates all open records requests submitted to the City under the Colorado Open Records Act (CORA).
• Coordinates and facilitates City Council meetings and workshops, as needed.
• 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.
• Maintains records during emergency operations center activation.
• Obtains State Archives approval for City's records retention schedule.
• Travels to and attends team and organizational meetings, training, events and activities.
• Ability to work outside of regular business hours to include Council Meetings.

Other Job Functions

• Performs other duties as assigned.

Knowledge Skills and Abilities

• Solid knowledge of City ordinances, rules and policies, and state and federal laws and regulations that are applicable to records and document management.
• Strong knowledge and technical understanding of document management and enterprise content management systems, components, and functionality.
• Strong customer focus and customer service skills.
• Strong attention to detail with a high degree of accuracy.
• Strong organizational skills and ability to be flexible and work well in an environment with constant interruptions and changing priorities.
• Solid computer and technical skills with ability to administer and utilize software systems to manage data and create documents, spreadsheets, presentations and/or reports.
• Strong ability to maintain confidentiality when working with sensitive and confidential information.
• Ability to effectively communicate information, both verbally and in writing, to support organizational objectives and interact with all levels of personnel within the city in a positive and cooperative manner.
• Must be able to operate a motor vehicle.

License & Certification

• A valid Colorado driver's license and acceptable driving record is required.

Education Degree

• Bachelors Degree (BA, BS, BBA)

Education Major

• Business, Library Science or Public Administration

Education Required

• An equivalent combination of education and experience may be considered.

Work Experience Related

• Three (3) years of related experience in records management or enterprise content management.

Other Qualifications

• Must obtain and maintain a Criminal Justice Information Services (CJIS) Certification.
• Must pass a criminal background check and a driving record check, if required by the position.

Physical Demands

• Moderate to considerable physical effort that includes working from ladders in awkward positions. Frequent use of light or medium weight objects (e.g., 25-50 lbs.) and use of medium weight tools.

Hazards

• Minimal exposure to hazards are typically found in general office environment where there is rarely to no exposure to injury or accident.

Work Environment

• Exposure to routine office noise and equipment.

The City of Arvada offers a robust Total Rewards package. To find out more details, select here.

Vision: We Dream Big and Deliver

Mission: We are dedicated to delivering superior services to enhance the lives of everyone in our community.

Values:

• Innovation: We excel in creativity, flexibility and the use of best practices while valuing diverse backgrounds, ideas and perspectives.
• Passion: We are a high performing, inclusive team inspiring each other to pursue excellence.
• Opportunity: We value our diversity, embrace possibilities, face challenges, persevere and take action to deliver quality results.

The City's Core values are in every employee's individual Performance Plan which helps us to reinforce our expectations for living and working by our Core Values.

Every City employee is expected to perform his/her job to the highest professional standards. This includes upholding the City's values with integrity and accountability, acting in a manner that is respectful and inclusive towards others, and adhering to the City's policy on employee conduct as detailed in the personnel rules sec. 70-143.

The City is an Equal Employment Opportunity Employer.