Records Technician III - Public Works

Summary Statement

The City of Boise seeks a dynamic and experienced Records Technician to join our forward-thinking Public Works team. In this crucial role, you'll be at the forefront of information management, ensuring efficient operations and regulatory compliance, leveraging your expertise in records processing and drive progress and innovation. Be a vital part of our mission to provide exceptional public services and maintain a thriving community. Engage in continuous learning and collaborate with talented professionals dedicated to excellence. The City of Boise offers unparalleled opportunities for growth and a supportive environment that values your contributions. Don't miss this chance to elevate your career and make a lasting impact - apply now and join a team that's shaping the future of local government!

The Records Technician III:

• Holds lead responsibility for a variety of specialized administrative duties involving manual and digital processing and maintenance of department records and documents.

• Ensures operational practices comply with federal, state and municipal regulations and mandates related to records management.

• Provides support and training to ensure staff can locate and utilize cataloged information.

City employees enjoy a top-notch zero-premium healthcareoptionfor you and yourfamily.Plus, aretirementplan that provides a lifetime annuity, investment matching, a cash-incentive wellness program, public employee student loanforgiveness, paid parental leave, and more. Imagine that.

Essential Functions

Handles complex issues and problems and refers only the most complex issues to higher-level staff. Is capable of performing all duties of a Records Technician I and II, and provides leadership, coaching, and/or mentoring to a subordinate group, as needed.

Assists others in retrieval, filing, storage and quality control of information following best management practices in the records management operation for the public works department. Ensures all records, classification of official records, documents and other media procedures meet applicable city, state and federal legal requirements. Provides department assistance and training on processing, classification and storage of documents. Sends regular communication to scanners and indexers.

Documents standards and processes for quality control of documents entering the city's documents management system. Performs quality checks and indexing of files and ensures they are imaged and indexed correctly into the city's document imaging system. Helps monitor and analyze records data, generates reports and reviews for trends. Develops recommendations for prioritization and increased records productivity and efficiency.

Acts as a departmental resource for records retention and disposition in coordination with the city clerk's office. Participates in city committees that address records management and document imaging. Prioritizes, researches and responds to complex public records requests (PRRs). Reviews PRR responses to ensure completeness, accuracy and cost estimates. Sends communication to customers regarding public records requests as needed.

Performs backup receptionist duties for the environmental and administrative divisions of public works. Assists with training new receptionists as required. Performs various clerical and administrative duties to support the records management program and department staff. Oversees incoming visitors, phone calls, mail coordination and maintains office operations. Reviews, proofreads and edits department documents. Helps coordinate, attend, provide support and prepare meeting agendas and minutes. Follows up on action items. Provides staff support for council action items and resolutions for public works. Drafts responses on matters for which authority has been delegated as required. Provides basic and advanced administrative support to assist management with special projects or responsibilities. Provides backup support to the front desk and the records manager.

Provides support for training on the city's enterprise content management system to department staff, including training on records retention policies and hardware and records training in the city's learning management system. Provides technical support and step-by-step instructions for users involving records retrieval questions, scanner issues and indexing or sweeping issues. Provides training to new team members on imaging and indexing of documents.

Performs other duties as assigned. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this position at any time.

Requirements

Required Knowledge, Experience, And Training

• High school diploma or equivalent and
• 4 years of experience in records management.

Knowledge of:

• records management theories, principles and legal requirements including retention scheduling, archiving, storage, public access and destruction;
• research techniques;
• proper business and telephone etiquette;
• general office administration, equipment and programs; and
• computer usage including related software.

Ability to:

• analyze record-keeping systems and identify issues and areas of improvement;
• read, interpret and comprehend complex legal, regulatory, procedural and/or policy material;
• resolve customer or citizen complaints following established policies and regulations;
• review, compile and analyze information to prepare reports;
• develop and maintain effective working relationships with city employees and the general public;
• communicate effectively in the English language at a level necessary for efficient job performance;
• and perform all essential functions as assigned by an authorized employee, supervisor and/or manager with or without reasonable accommodation.

Individuals must be capable of operating vehicles safely and have an acceptable driving record.

Preferred Knowledge, Experience, And Training

• 6 years of experience in document imaging and administrative support, preferably in a public agency or governmental setting.

• Knowledge of governmental records retention; public information laws and regulations; operation and use of electronic imaging systems; and advanced research and analysis principles and practices.

Licensing And Other Requirements

Valid state-issued driver's license.

Special Requirements

Applicants must be able to pass:

City of Boise background check processes which includes a criminal history check and reference checks in accordance with the City of Boise Hiring Process Regulation

Driving Record Check

Criminal Justice Information System background check (CJIS)

Working Conditions

The physical effort characteristics and working environment described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Efforts

While performing the duties of this job the employee is frequently lifting/carrying up to 10 pounds and occasionally lifting/carrying up to 20 pounds. Also, the employee is rarely pushing/pulling up to 50 pounds. Work includes sensory ability to talk, hear and touch. Work in this position also includes close vision, distance vision, peripheral vision and depth perception. Employees will sit, stand, walk, stoop, kneel, crouch, crawl, reach and grasp. Position requires hand/finger dexterity.

Working Environment

The work environment will include inside conditions, areas of dust, odors, mist and gases or other airborne matter. Employees will also drive a vehicle as part of this position.