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Citywide Records and Information Officer

2 months ago

Chesapeake, Virginia, United States City of Chesapeake Full time

Job Description

Position Overview:

The City of Chesapeake is in search of a skilled professional to oversee and administer the City-wide Freedom of Information Act (FOIA) and Records Management initiatives. This role functions as both the City's FOIA Officer and Records Officer, addressing the majority of FOIA inquiries received by the City, while managing all associated requirements, policies, technologies, and training necessary for the effective operation of these programs. The ideal candidate should be proficient in technology, operate within legal and policy frameworks, demonstrate critical thinking abilities, be resourceful, and maintain confidentiality of sensitive information. The City seeks a proactive individual with a robust work ethic. Exceptional organizational and communication skills are essential, along with the capacity to handle multiple tasks in a dynamic environment and meet tight deadlines while encouraging others to do the same.

Competitive candidates should possess the following attributes:Ability to cultivate and sustain productive professional relationships with staff and City officials.Capability to deliver outstanding customer service to both internal and external stakeholders.Familiarity with the Virginia Public Records Act and the Library of Virginia's Records Retention Schedules. Typical Tasks:Provides leadership, management, and coordination necessary to support and maintain an effective City-wide FOIA and Records Management program, including the development and implementation of policies and guidance.Conducts training sessions on FOIA and records management and prepares educational materials and job aids.Coordinates, assists with, and responds to FOIA requests from media and the public, which includes communicating with requestors, assigning tasks to various departments, reviewing records for responsiveness and exemptions, and executing redactions.Manages the City's FOIA Management system, encompassing both the customer portal and staff interface, including configuration adjustments, technical support, and user management.Conducts searches of City email accounts and other electronic record databases to locate records responsive to FOIA requests.Prepares, processes, and reviews RM-3 Certificates of Records Destruction; assists City personnel with inquiries regarding the same.Develops and implements records management tools, assists staff with records management challenges, and collaborates with City departments and the Department of Information Technology (IT) to ensure proper records management.Acts as a backup to the Assistant to the City Manager when necessary.Performs other related duties as assigned.Required Qualifications:

The candidate must possess the ability to analyze documents to identify sensitive or potentially compromising information, maintain the integrity of such information, and exercise due diligence to prevent unauthorized disclosure. Required Qualifications Vocational/Educational Requirement: Requires any combination of education and experience equivalent to a bachelor's degree in accounting, library science, records management, communications, public administration, or a closely related field.

Experience: In addition to meeting the vocational/education standards, this position requires a minimum of five years of related, full-time equivalent experience, including two years of Freedom of Information Act (FOIA) experience. Experience in Records and Information Management (RIM) and legal contexts is preferred.

Special Certifications and Licenses: Certification as a Records Manager (CRM) or Information Governance Professional (IGP) is preferred upon hire. Certification must be obtained within three years of employment and maintained throughout the tenure in this position.

Special Requirements: Employees may be expected to work hours beyond their regularly scheduled hours in response to short-term departmental needs and/or City-wide emergencies. Emergency operations support work and work locations may extend beyond normal job duties. Preferred Qualifications include an understanding of and familiarity with the Virginia Freedom of Information Act (FOIA) and its stipulations. Some knowledge of related legal requirements regarding records disclosure, such as the Government Data Collection and Dissemination Practices Act (GDCDPA), is preferred.