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Records Management Specialist

2 months ago

Oklahoma City, Oklahoma, United States City of Oklahoma City Full time

Salary: $38.51 Hourly

Note: The standard starting compensation for this role is the minimum of the pay range indicated above. A higher salary may be considered based on the qualifications and experience of the chosen candidate and/or the City's step placement policy.

Application Information: Completion of the supplemental questions is mandatory. Responses to these questions must directly address the inquiries posed. Support your answers with relevant work history or information provided in your application/resume. Applications may not be evaluated if specific responses to supplemental questions are absent.

DEPARTMENTAL OVERVIEW

This role is integral to the Trust Section team and necessitates demonstrated experience in executing comprehensive records management programs. The individual will assist division and section staff, alongside two public trusts and one advisory board, in overseeing and archiving official documents in compliance with established guidelines and protocols.

POSITION SUMMARY

Located within the Administration Division of the Utilities Department, this position reports to the division or section head. The Records Control Technician is chiefly responsible for supervising and coordinating records management activities for various departments, the City Council, or City Trusts. The employee must possess the requisite skills, knowledge, and abilities to fulfill the responsibilities of the role effectively. Key responsibilities include:

  • Overseeing the receipt, storage, and retrieval of active records.
  • Managing and monitoring the disposal of inactive documents and records.
  • Identifying and recommending improvements to enhance efficiency, accessibility, and accuracy of retained records.
  • Staying informed on all legal requirements related to record keeping, including content, retention, storage media, and admissibility of information.
  • Preparing and issuing responses to requests and collecting applicable fees.
  • Responding to open records inquiries.
  • Leading and participating in complex projects that involve data gathering and file research to compile accurate and complete information.
  • Establishing and maintaining retention schedules.
  • Coordinating the storage and/or disposal of files in accordance with established guidelines and procedures.
  • Performing related duties as assigned.

Additional responsibilities include reviewing the work of less experienced staff through visual observation, ensuring that the work performed aligns with applicable standards and procedures. The position requires frequent interaction with City personnel, external agencies, and the public to exchange information pertinent to work activities, policies, and procedures. The employee's performance is evaluated by the supervisor based on sound judgment, operational efficiency, compliance with policies, and adherence to program guidelines.

VETERANS PREFERENCE

Honorably discharged veterans of the United States Armed Forces, National Guard, and Reserve Forces who are not currently employed full-time by the City of Oklahoma City and meet the qualifications for the position will be given preference. To qualify for this preference, veterans must submit verification of honorable discharge from military service prior to the closing date of the vacancy announcement.

JOB REQUIREMENTS

  • Knowledge of and ability to apply statutes related to the City's records management program.
  • Proficiency in basic research techniques, methods, and procedures.
  • Skill in maintaining precise records.
  • Ability to foster effective working relationships with colleagues and the public.
  • Capability to operate standard office equipment.
  • Ability to work independently with minimal supervision.
  • Effective communication skills, both in person and by telephone, with tact and diplomacy.
  • Ability to lead and review the work of other clerical staff, including providing training and performance evaluation recommendations.
  • Commitment to confidentiality and responsibility for information obtained.
  • Willingness to travel.

DEPARTMENTAL PREFERENCES

  • Familiarity with Open Records and Open Meeting Act regulations.
  • Proficiency in Microsoft Office applications (Outlook, Word, Excel).
  • Experience with Adobe Acrobat Pro.
  • Knowledge of document scanning and records management processes.
  • Self-motivated and detail-oriented.

COMPETENCIES

  • Execution and Results: Sets clear and realistic goals; displays initiative and commitment; completes assignments thoroughly and on time; works independently; recognizes improvement opportunities.
  • Judgment: Plans and executes functions efficiently; identifies risks and implements mitigation measures; makes informed decisions; manages resources effectively.
  • Teamwork: Values diverse perspectives; collaborates effectively; communicates clearly and listens actively.
  • Customer Focus: Commits to public service; maintains high standards for quality work; supports departmental objectives.
  • Strategic Thinking: Envisions future goals; anticipates change; aligns strategies with long-term success.
  • Agility: Adapts to change; embraces new ideas; manages conflict effectively.

WORKING CONDITIONS

  • Primarily indoors in a climate-controlled environment.
  • Subject to extended periods of sitting, standing, or using a telephone.
  • Continuous exposure to light and glare from computer monitors.
  • Constant low-level noise from office equipment.

PHYSICAL REQUIREMENTS

  • Manual dexterity to operate standard office equipment.
  • Near vision to read and draft communications.
  • Ability to communicate effectively in person and by telephone.

OTHER DETAILS

Attachments: Applicants may upload a maximum of two attachments. Combining documents into one file for upload is permitted.

Pay Method: City employees must receive pay electronically, either via direct deposit or pay card.

Background Investigation: A criminal history background check will be conducted for external applicants upon a conditional offer of employment.