Records Information Management Administrator

Citywide Records Management Program Supervisor

This is a full-time administrative and supervisory position in the City's General Department City Secretary's Office. Under 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

This information is intended to be descriptive of the key responsibilities of the position. The following examples do not identify all duties performed by any single incumbent.

• 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 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.

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 or related supervisory experience.

Certified Records Manager (CRM) designation, or ability to obtain within two (2) years.

The Department of Human Resources & Organizational Development may consider an equivalent combination of education, training and/or experience.