Records Management Specialist

1 week ago

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

Compensation: $38.51 Hourly

Note: The standard starting salary for this role is at the lower end of the specified pay range. A higher salary may be negotiated based on the qualifications and experience of the chosen candidate, in accordance with the City's step placement policy.

Application Process: 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 lacking specific answers to these supplemental questions may not be reviewed.

DEPARTMENT OVERVIEW

This role is integral to the Trust Section team and necessitates demonstrable experience in executing organization-wide records management initiatives. The incumbent will assist division and section staff, along with two public trusts and one advisory board, in the management and preservation of official records 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 overseeing and coordinating records management operations for various departments, the City Council, or City Trusts. The individual must possess the requisite skills, knowledge, and abilities to fulfill the responsibilities of the role effectively. Key responsibilities include:

  • Managing the receipt, storage, and retrieval of active records.
  • Coordinating and supervising the disposal of inactive documents and records.
  • Identifying and recommending improvements to enhance the 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.
  • Addressing open records requests.
  • Overseeing and engaging in complex projects that involve data gathering and file research to compile accurate and comprehensive information.
  • Establishing and maintaining retention schedules.
  • Coordinating the storage and/or disposal of files following established guidelines and procedures.
  • Performing related duties as assigned.

Additional responsibilities include reviewing the work of less experienced staff through visual observation and ensuring compliance with applicable standards and procedures. The role necessitates frequent interaction with City personnel, external agencies, and the public to exchange information pertinent to work activities, policies, and procedures. The supervisor evaluates the employee's performance based on sound judgment, operational efficiency, adherence to policies, and compliance with 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 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

  • 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 accurate records.
  • Ability to establish and maintain effective working relationships with colleagues and the public.
  • Competence in operating standard office equipment.
  • Capacity 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 making 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 and responsibly; recognizes and acts on opportunities for improvement.
  • Judgment: Plans and executes functions efficiently; identifies risks and implements measures to mitigate them; makes informed, objective 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 the Department's mission.
  • Strategic Thinking: Envisions future goals; develops actionable plans; understands organizational dynamics and external factors.
  • Agility: Adapts to change; embraces new ideas; demonstrates emotional maturity and stability.

WORKING CONDITIONS

  • Primarily indoors in a climate-controlled environment.
  • May involve 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 sufficient 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. Documents may be combined into one file for upload.

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.

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