Records Information Management Administrator

Definition This is a full-time administrative and supervisory position in the City’s General Department – City Secretary’s Office. Under the general direction of the City Secretary, performs advanced professional and technical work in planning, organizing, and overseeing the Citywide Records Management Program. Responsible for ensuring compliance with applicable federal, state, and local laws, including requirements of the Texas State Library and Archives Commission (TSLAC), and promoting generally accepted recordkeeping principles (GARP) for the creation, maintenance, storage, and disposition of records in all media formats. Provides direct oversight of the records division staff and operations and serves as the City’s subject matter expert on records and information management. Reporting Relationship Deputy City Secretary / City Secretary Examples of Work (Key Responsibilities) Plans, develops, implements, and oversees the Citywide Records Management Program to ensure compliance with City Code, State law, and professional standards. Supervises records management staff, including assigning work, monitoring performance, and ensuring completion of daily operational responsibilities. Manages the operations of the City’s records center, including storage, retrieval, preservation, and destruction of records. Serves as the liaison to the Texas State Library and Archives Commission (TSLAC) and monitors legislative changes impacting records management. Develops, updates, and administers records retention schedules in coordination with City departments and ensures compliance with retention and disposition requirements. Establishes procedures for the preservation of essential, historical, and permanent records, including development of disaster recovery and continuity of operations plans. Identifies records management risks and develops strategies to mitigate or eliminate risks. Collaborates with Emergency Management to support Continuity of Operations Planning (COOP) and identification of vital records. Administers and maintains records management systems and software used to track and manage records inventory and retention. Oversees and coordinates the destruction of records in accordance with approved schedules and prepares required disposition reports. Manages contracts and vendor relationships for records storage, destruction, scanning, and related services. Conducts departmental assessments to evaluate records management practices and ensure compliance with established policies and procedures. Provides training, guidance, and technical assistance to departments on records management practices and compliance requirements. Assists in the preparation and administration of the records management budget, including monitoring expenditures and performance measures. Performs related duties as assigned. Knowledge, Skills and Abilities Knowledge of records and information management principles, including electronic records management and GARP standards. Knowledge of federal, state, and local laws governing records retention, public records, and information management. Knowledge of TSLAC requirements and records compliance standards. Knowledge of records management systems, document imaging systems, and related technologies. Ability to interpret and apply laws, regulations, and policies related to records management. Strong organizational and program management skills. Ability to analyze complex issues and develop effective solutions. Ability to supervise staff, manage projects, and coordinate multiple priorities. Strong written and verbal communication skills. Ability to provide training and technical guidance to staff and departments. Ability to maintain confidentiality and handle sensitive information appropriately. Proficiency in Microsoft Office Suite and records management software systems. Education, Experience, or Certification Bachelor’s degree in Information Management, Library Science, Public Administration, Political Science, History, or a related field preferred. Minimum of three (3) years of professional experience in records management or a related field. Minimum of two years of related supervisory experience. Certified Records Manager (CRM) designation, or ability to obtain within two (2) years. Supplemental Information The Department of Human Resources & Organizational Development may consider an equivalent combination of education, training and/or experience. Employee Benefits BENEFITS Medical Plans (Three Options) Cigna - Health Savings Account (H.S.A.) Plan Type: High-Deductible Medical Health Plan Provider: Cigna Deductibles: Single: $2,500 annually Family: $5,000 annually Out-of-Pocket Maximums: Single: $5,000 annually Family: $10,000 annually Additional Details: Employee pays dependent premiums Contact HR/OD for a benefits summary, rates, and more details Health Savings Account (HSA) Provider: H.S.A. Bank Features: Use for qualified medical, dental, vision, and pharmaceutical expenses Contribution Limits: Employee only: $4,400 (IRS Limit) Employee & Family: $8,750 (IRS Limit) Catch-up (age 55+): $1,000 City Contributions: Employee only: $1,500 Employee & Family: $2,750 Unused balances roll over and the account belongs to the employee PPO Plan Provider: Cigna Deductibles: Single: $1,500 annually Family: $3,000 annually Out-of-Pocket Maximums: Single: $4,500 annually Family: $9,000 annually Prescription Drug Co-pays: Generic: $10 Preferred: $40 Non-Preferred: $80 EPO Plan Provider: Cigna Deductibles: Single: $1,500 annually Family: $3,000 annually Out-of-Pocket Maximums: Single: $4,500 annually Family: $9,000 annually Prescription Drug Co-pays: Generic: $10 Preferred: $45 Non-Preferred: $80 Dental Plans (Two Options) DHMO Plan Provider: Cigna Features: No deductible No annual maximum Member co-pay depends on the procedure PPO Plan Provider: Cigna Features: $1,500 per person annual maximum $1,000 orthodontic lifetime maximum Vision Provider: Vision Service Plan Features: Eye Exam $10 Copay Frames $150 Allowance Annually Life Insurance Provider: Ochs Securian Financial Coverage: $50,000 Basic Life, Accidental Death & Dismemberment (Paid by the City) $10,000 Group Term Life for Spouse (Paid by the City) Supplemental Life Insurance: Up to $500,000 Flexible Spending Account Provider: Flores Features: Pre-tax Medical Spending Account Pre-tax Dependent Care Account Supplemental Insurance Policies Provider: Aflac Policies: Accident Short-Term Disability Critical Illness Hospital Indemnity Life Insurance Retirement Benefits Texas Municipal Retirement System (TMRS) Statewide retirement system 7% employee contribution City contributes 2 to 1 Visit TMRS for more information Optional Deferred Compensation 457 Plan and ROTH IRA available through Mission‑Square Other Benefits Holidays 13 paid holidays per calendar year New Year’s Day Martin Luther King Jr. Day Good Friday Memorial Day Juneteenth Independence Day Labor Day Veterans Day Thanksgiving Day Friday after Thanksgiving Day Christmas Eve Christmas Day One additional floating holiday for regular, full-time employees Vacation Earned based on years of service 0-5 years: 14 days 6 years: 15 days 7 years: 16 days 8 years: 17 days 9 years: 18 days 10-14 years: 19 days 15 years or more: 20 days Employees working a 24‑hour shift, including sleeping time, will have each shift counted as two 12‑hour days. Sick Leave 6 days per calendar year. Educational Reimbursement With prior approval of the employee’s supervisor and Department Director, the City may reimburse up to 100% of the cost of tuition, books, lab fees, etc. for work‑related courses or degree plans associated with the employee’s current responsibilities or workshops/seminars and professional training sessions. This is based on the successful completion of required course(s) with a passing grade of C or better. The maximum reimbursement is $3,000 per Fiscal Year. Contact the City’s HR/OD Department for benefits summary, rates and additional details. Employee Assistance Program (EAP) Provider: Alliance Work Partners 8 free counseling visits per family member, per issue, per year. Wellness Program Free/reduced health screenings, health fairs, and free memberships to the Tennis & Recreation Center. Fun Benefits Annual events such as the Employee Holiday Luncheon's, and Public Service Recognition Week. #J-18808-Ljbffr City of Missouri City