Records Administrator

Records Administrator

Norfolk, Virginia is America's most authentic and urban waterfront city. Home to the world's largest naval station and the business, arts, and cultural center of Coastal Virginia, Norfolk has been rated a top place to live, work, play, and raise a family by numerous publications. In support of over 225,000 residents, regional neighbors, and visitors from all over the world, the City of Norfolk employs over five thousand hardworking, agile, and accountable individuals who each play a vital role in making Norfolk the unique and authentic city of the future that its citizens deserve and demand. The Office of the City Clerk records and manages the city's legislative and official proceedings, provides administrative support, and serves as the liaison between the Norfolk City Council and Norfolk's Citizens. The Office of the City Clerk also serves as custodian of Norfolk's Historic Mace and City Seal. The City Clerk's office is seeing candidates for a Records Administrator. This position involves Citywide records administration including acquisition, storage, maintenance, and disposition of records according to legal requirements. Provides training, advice, and recommendations regarding records retention and disposition. Manages database for Laser fiche imaging system through adding and deleting users, setting security passwords and access levels, and training others on the system. Drafts policies regarding the City records management program. This is an Unclassified position and serves at the will of the City Clerk.

Essential Functions

Essential functions include but are not limited to:

• Classifies and preserves records by reviewing records and files from City Manager and Law Department offices, classifying them by subject, maintaining the record system, and overseeing record activities.
• Provides inventory control of records and maintains record management systems.
• Manages database for laser fiche electronic imaging system by adding and deleting users, assigning security levels and access rights, reviewing data, recommending and administering policies for use and maintenance of database, coordinating the system and database issues.
• Training and development of department users in Laserfiche electronic imaging system
• Performs other duties by developing and implementing policies, preparing annual budget submissions, approving and monitoring expenditures, supervising two employees, and performing miscellaneous administrative work.

Education/Experience

Work requires broad knowledge in a general professional or technical field. Knowledge is normally acquired through four years of college resulting in a Bachelor's degree or equivalent. Two years' experience in supervisory work, office management, or related work with records and files. Must be proficient in inventory tracking and retention of city records which are housed in a climate-controlled facility. Knowledge and understanding of Library of Virginia retention schedules, highly preferred.

Additional Information & Requirements

Work Location: 810 Union Street, Norfolk, VA 23510 Work Hours: Monday through Friday 8:30 AM 5:00PM