City Records Management Specialist

Summary StatementThe City of Boise is hiring a City Records Management Specialist to join our City Clerk team!In this role, you'll be the go-to expert on public records - managing requests, overseeing retention and disposition schedules, and ensuring the city meets all state and local compliance requirements. You'll lead training, guide cross-departmental committees, and help shape the systems and procedures that keep Boise's records accurate, accessible, and secure. From preserving historical collections to managing our records center and supporting the City Clerk's office, your work will have real impact across every corner of city government.This is an ideal opportunity for a records management professional ready to step into a leadership-oriented role where your knowledge of laws, systems, and best practices will directly serve the public and support the city's mission.To ensure internal equity and alignment with the approved budget for this position, offers are made within the posted hiring range. Although the hiring range is fixed, employees receive an exceptional benefits and total rewards package that enhances the overall value of employment with the City of Boise.Why the City of Boise?The benefits are real and among the best in the Treasure Valley:Zero cost premium medical coverage for you and your family through Blue Cross of Idaho.PERSI retirement (11.96% Employer Contribution) plus employer-matched 401(k)/457b10 hours vacation/month (grows with tenure), 12 paid holidays, and 8 hours sick leave/month10 weeks paid parental leave$500 annual wellbeing incentiveTuition reimbursement and free local bus passBasic life and long-term disability insurance at no costDisclaimer:This job posting may close earlier than the listed closing date. If this occurs, a minimum of 24 hours' notice will be provided prior to closing.Applications received for this recruitment may be used to fill similar vacancies within the City of Boise as they occur.Essential FunctionsReceives and dispatches all public records requests (PRRs) received by the city to the appropriate department(s). Responds to PRRs on behalf of the department and assists all system users with process or technical questions. Develops reporting on PRRs and the system.Manages the organization, preservation and protection of city records according to state and city regulations, organizational policies and best practices. Oversees the city's records management including storage, retrieval, retention and destruction processes. Creates, documents and manages records retention and disposition schedules as well as standard operating procedures (SOPs), including document types, taxonomy and metadata standards. Develops and conducts training for education and outreach in all aspects of city-wide records management and PRRs. Coordinates with the IT department to manage user security privileges. Leads various records-related committees, provides advice and recommendations and serves as a technical expert on records management issues to ensure city-wide compliance.Manages the city's records center including maintenance, organization and security. Develops and maintains descriptions for all city-wide records inventory and ensures proper inventory control. Works to preserve and catalog historical collections and records in coordination with the Department of Arts and History. Coordinates with departments to retrieve records from the records center. Creates and analyzes reports on records workloads, box circulation and inventories.Serves as backup for the city clerk administrative assistant and Deputy City Clerk, as needed.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.RequirementsRequired Knowledge, Experience, And TrainingHigh school diploma or equivalent and four years of progressively responsible experience in records management in a lead role, or an equivalent combination of education and/or experience.Knowledge of:General office practices and procedures, filing systems and office etiquetteLocal, state and federal records requirementsResearch methodsComputer usage including related softwareRecord management and archival collection practices.Ability to:Determine data requirements to organize and compile information from various sourcesInterpret laws, ordinances, regulations, rules and established policiesWork without close supervisionDevelop and maintain effective working relationships with City employees and the general publicCommunicate effectively in the English language at a level necessary for efficient job performancePerform all essential functions as assigned by an authorized employee, supervisor and/or manager with or without a reasonable accommodation.Individuals must be capable of operating vehicles safely and have an acceptable driving record.Preferred Knowledge, Experience, And TrainingBachelor's degree with one year of experience in records management, or an equivalent combination of education and/or experience.Experience using records management software.Knowledge of city governments, applicable codes, statutes and administrative rules.Licensing And Other RequirementsValid state-issued driver's license.Special RequirementsApplicants 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 RegulationCredit History CheckDriving Record CheckBoise Police Department Criminal Justice Information System Background Check (BPD CJIS)Working ConditionsThe 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 EffortsWhile performing the duties of this job the employee is occasionally lifting/carrying up to 10 pounds and rarely lifting/carrying up to 20 pounds. Also, the employee is occasionally pushing/pulling up to 10 pounds and rarely pushing/pulling up to 20 pounds. The noise level is frequently moderate. Work includes sensory ability to talk, hear and touch. Work in this position also includes close vision. Employees will sit, stand, walk, stoop, kneel, crouch, crawl, reach, grasp, climb and balance. Position requires hand/finger dexterity.Working EnvironmentThe work environment will include inside conditions, areas of dust, odors, mist and gases or other airborne matter. Employees are exposed to mechanical hazards. Employees will also drive a vehicle as part of this position.