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Title: 251 - Records and Information Management Coordinator

Organization: City Secretary

Department: City Secretary

Location: City Secretary City Plaza

Rate of Pay: $49,816.00

Job Summary

The purpose of the class is to oversee and coordinate the City’s comprehensive Records Management Program. Monitor effective and economical controls over the creation, identification, maintenance, security, storage and destruction of city records; ensures compliance with state law, city charter, records management policy and city code; and coordinates the activities and operations with the Records Management Liaisons. The ideal candidate will have a desire to be a life-long learner, pursuing excellence in professional development, a model of innovation, inclusion and empowerment who enables bold people and ideas to thrive.
Under supervision by the City Secretary, the Records Management Coordinator ensures that work complies with federal, state, and local law, departmental policies and procedures as related to the following:
• Public Information Act
• Open Meetings Act
• Boards and Commissions by laws/ordinances
• Local Government Code
• Records Management
• Code of Ethics

Competencies

• Leadership
• Customer Service
• Effective Communication
• Self-Awareness
• Flexible
• Critical Thinking
• Trust
• Responsible and Ethical

Key Functions/Knowledge/Skills

• Coordinates and maintains the City-wide Comprehensive Records Management Program including serving as the technical expert, advisor, and trainer to all City department on how records are created, received, retained, maintained, archived, and destroyed along with accessing, reading, and interpreting records management policy and procedure, with direction of the City Secretary, Records Management Committee, and Records Liaison Officers.
• Electronically scan and index aged (sometimes fragile) municipal records, maintain an electronic and manual filing system of municipal records. Extensive knowledge and training with the Texas State Library Archives Commission (TSLAC) rules, regulations, and established retention schedules to ensure that City departments comply with established records retention policy.
• Assist the general public and departmental personnel with requests by telephone, in written communication, and in person. Work with a general outline of work to be performed, develop work methods and sequences under general supervision.
• Assist City departments in the appraisal and inventory of records based upon their administrative, legal, fiscal, and/or historical value and make recommendations as to their proper retention, storage, and disposition. Identify and insure the permanent preservation of permanent documents and of the City’s historical records.
• Monitors and evaluates the efficiency, effectiveness, and quality of recordkeeping practices throughout all City departments; and analyzes information flow.
• Appraises evidential and informational value in city records to determine administrative, legal, audit, or historical value; establishes a disaster recovery plan to ensure preservation of essential and historical records and facilitates preservation and regular transfer of historical records.
• Oversees the development, update and approval of retention and disposition schedules for City records.
• Designs, publicizes, and conducts citywide training classes on records management.
• Maintains awareness of new developments and technology in the field of records management; and incorporates new developments as appropriate into programs.
• Process requests for City Cemetery, such burials, exhumations, and cremations by following the City Ordinance, State Laws, and work closely with the Historical Preservation Manager.
• Process any Public Information Requests that pertain to the department under the direction of the City Secretary.
• Directs the approval and transfer of expired City records to destruction, according to statutory requirements. Maintains records of destruction.
• Review records retention schedules annually and update or amend as necessary in accordance with TSLAC schedules. Oversee the operation of record storage areas. Assure availability of public information of records stored in storage areas. Prepare records for storage in approved storage areas.
• Read, type, and process files; distribute information from various reports to pertinent departments. Filing includes labeling documents, filing in alphabetical and numerical order as assigned. Processing information involves using a telephone, computer terminal, e-mail, or regular mail or personal interaction with City staff and the general public.
• Regularly conduct and maintain an inventory in conjunction with Records Liaison Officers of all municipal records to determine records series.
• Assist the Records Management Officer/City Secretary on making reports to the Records Management Committee and City Commission.
• Performs related tasks as necessary.

Minimum Education & Experience

Associate’s Degree or Bachelor’s Degree in Public Administration, Business Administration, Records Management, or related field; or
Eight (8) years of relevant job experience.
Experience in a Municipal Clerk Office or other governmental office/department with knowledge regarding the Texas Open Meetings Act, Public Information Act, and Records Management.

Special Certifications & Licenses

Valid Texas Driver’s License.
ARMA Certification preferred or the ability to obtain the certification within two years of employment.
Must be able to pass a fingerprint based criminal background check, per the requirements of the Texas Department of State Health Services, Vital Statistics Section.

Independence & Judgement

Average judgment: must recognize and resolve problems such as bad grammar, type of procedure to apply, where to refer call or correspondence without specified destination, may involve freedom in selection of work methods among approved routines, setting of priorities, or sequencing of tasks within established schedules

Initiative & Ingenuity

Greater level of knowledge when applying guidelines and interpretation of available options to non-standard situations; division goals drive priorities.

Supervisory & Responsibility

Does not supervise.

Financial Responsibility

Calculates amounts due, using some judgment; receives and processes larger amounts; balances receipts and cash from one or more other employees; brings problems to attention of supervisor.

Level & Frequency of Outside Contact

Frequent contact with the public or other organizations; interactions may require obtaining cooperation of people; courtesy and tact are required when dealing with moderately difficult or sensitive issues.

Physical Demands

Office job with little or occasional light physical effort.

Responsibility for Equipment & Property

Responsible for use of equipment/property such as office equipment, supplies, etc., which are used in office. Use of City Vehicle.

Working Conditions

Office job, no adverse conditions.

Other Requirements

The City of Brownsville requires all employees to successfully pass a Drug & Alcohol and a physical examination and a Background Check.
Must be able to pass a Background Check and Fingerprinting as required by the Texas Department of State Health Services, Vital Statistics Division.

ADA Requirements

The City of Brownsville is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations.

Benefits

The City of Brownsville offers a comprehensive benefits package designed to support its employees' well-being and future. Employees participate in a robust retirement plan through the Texas Municipal Retirement System (TMRS) City to Employee Matching Ratio 2:1, with eligibility for retirement after 5 years of service at age 60 or 20 years of service at any age.

The City provides exceptional health benefits, including medical, dental, and life insurance plans for employees and their families, along with vision coverage for employees enrolled in health insurance through MetLife. Employees and their dependents can also access care at Frontier Clinic at no cost when covered by the City's health plan. Additionally, pet insurance is available as a voluntary benefit.

Employees have access to deferred compensation plans through Equitable and supplemental insurance options from AFLAC and Colonial Life. Full-time employees accrue 10 sick days and 15 vacation days annually.
The City offers parental leave concurrent with FMLA for eligible employees, longevity pay, and 100% tuition assistance up to $5,000 annually. Furthermore, Brownsville observes 14 holidays per year, plus two floating holidays, giving employees a balanced and rewarding work-life experience.
Starting in fiscal year 2025, employees will have access to flexible scheduling options as part of our commitment to work-life balance.

EEOC Statements

The City of Brownsville does not discriminate on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factors.