RECORDS MANAGEMENT SPECIALIST

Records Management Specialist

The Records Management Specialist is responsible for developing, implementing, and administering a comprehensive, citywide records management program that ensures compliance with applicable federal, state, and local laws, including the Georgia Records Act. This position supports operational efficiency, transparency, and risk mitigation by ensuring the proper creation, maintenance, retention, security, and disposition of both physical and electronic records. The role serves as a subject matter expert and advisor to departments on records compliance, digitization, and records lifecycle management.

Essential Job Functions

• Develops, implements, and administers a centralized records management program for all City departments, including policies, procedures, and retention practices.
• Oversees the classification, storage, retrieval, digitization, and destruction of records in accordance with the Georgia Local Government Records Retention Schedule.
• Conducts periodic audits of departmental records practices to ensure compliance and operational efficiency; provides corrective recommendations.
• Coordinates and manages electronic records systems, imaging technologies, and digitization initiatives to improve accessibility and reduce physical storage reliance.
• Serves as the City's subject matter expert on records retention, responding to internal inquiries and supporting compliance with open records requests (GORA).
• Monitors legislative and regulatory changes impacting records management and updates policies and practices accordingly.
• Develops and delivers training programs to staff on records management procedures, compliance requirements, and best practices.
• Ensures the security, integrity, and confidentiality of records, including sensitive and legally protected information.
• Maintains and preserves archival and historical records of the City.
• Supports the City Clerk's Office in advancing strategic initiatives related to records governance, transparency, and risk management.
• Performs other related duties as assigned.

Minimum Qualifications

Education and Experience:

Bachelor's degree in Public Administration, Information Management, Library Science, or a related field; or equivalent combination of education and experience.

Minimum of 5 years of progressively responsible experience in records management, archives, or information governance.

Experience in both electronic and physical records systems.

Certifications (Preferred):

Certified Records Manager (CRM) ICRM

Certified Records Analyst (CRA) ICRM

NAGARA or equivalent government records certification

Other Requirements:

Valid Georgia Class "C" Driver's License and an acceptable driving record. This position may require periodic travel between City facilities and records storage locations.

Knowledge, Skills, and Abilities:

Knowledge of Georgia records laws and retention schedules

Records lifecycle management and compliance

Electronic document management systems (EDMS)

Process improvement and change management

Data governance and information security principles

Strong analytical, organizational, and communication skills

Physical Demands

This position is primarily sedentary with occasional lifting (up to 25 lbs.), bending, and file retrieval. Work is performed in a standard office environment with regular interaction with staff and the public.

Mental Acuity: Ability to make rational decisions through sound logic and deductive processes.

Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.

Speaking: Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.

Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discrimination sound.

Visual Acuity: Have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading.

Work Environment

Work is performed without exposure to adverse environmental conditions