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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 salary for this role is at the lower end of the pay scale mentioned above. A higher salary may be offered based on the qualifications and experience of the chosen candidate, as well as the City's step placement policy.

Application Instructions: It is mandatory to complete the supplemental questions. Responses must directly address the questions posed and should be substantiated by the work history or information provided in the application or resume. Applications may not be evaluated if the supplemental questions are not answered specifically.

DEPARTMENTAL OVERVIEW

This role is integral to the Trust Section team and necessitates demonstrable experience in executing organization-wide records management initiatives. The incumbent supports division and section staff, along with two public trusts and one advisory board, in the management and archiving of 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 leader. The Records Control Technician is chiefly responsible for overseeing and coordinating records management maintenance and control functions for various departments, the City Council, or City Trusts. The employee must possess the requisite skills, knowledge, and abilities to fulfill the responsibilities prior to taking on the role. Key responsibilities include:

  • Coordinating the receipt, storage, and retrieval of active records.
  • Monitoring and managing 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.
  • Overseeing and engaging 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 and ensuring that work performed aligns with applicable standards and procedures. The role 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, policy compliance, 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 provide verification of honorable discharge from military service prior to the closing date of the vacancy announcement.

JOB REQUIREMENTS

  • Proficiency in applying statutes related to the City's records management program.
  • Ability to utilize basic research techniques, methods, and procedures.
  • Competence in maintaining accurate records.
  • Capability to establish and sustain effective working relationships with colleagues and the public.
  • Proficiency in operating 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 mentor other clerical staff, including reviewing work for accuracy and providing training.
  • Commitment to maintaining confidentiality and responsibility for sensitive information.
  • Willingness to travel.

DEPARTMENTAL PREFERENCES

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

WORKING CONDITIONS

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

PHYSICAL REQUIREMENTS

  • Arm-hand steadiness and manual dexterity sufficient to operate standard office equipment.
  • Near vision adequate to read and draft written communications.
  • Speech and hearing sufficient 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 encouraged.

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

Background Investigation, Drug Testing, Physical Examination: Upon a conditional offer of employment, the City of Oklahoma City will conduct a criminal history background check for external applicants. Applicants will be provided contact information for any third-party reporting agencies used to collect background information.