Public Records Specialist

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General Information

Job Posting ID 7418492 Creation Date Jul 05, 2019
Employer Posting No --- Closing Date Aug 04, 2019
Job Site Address WACO, Texas 76702 Employer Type Other Government
Openings 1

Job Description

PRIMARY DUTY: Under supervision, Public Records Specialist analyzes, processes and responds to public records requests submitted to the City, in compliance with State law, rules of the State Attorney General, and the City’s ordinances and policies. The Public Records Officer, in coordination with the City Attorney’s Office, evaluates whether any record or part of a record is exempt, redacts records, and prepares appropriate redaction and exemption logs. The Public Records Specialist will plan, coordinate and supervise the official records management system for the City, input official records into appropriate records systems; develop and implement procedures, guidelines and controls for storage, retrieval, tracking and filing of active and inactive records; ensure records are maintained and destroyed according to State guidelines; provide for the proper archive and storage of City records; and ensures compliance with laws, rules and regulations related to assigned areas.

ESSENTIAL FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge and skills. Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following:

• Plan, coordinate, and oversee the records management program for the City.
• Receive, process and respond to requests for public records.
• Maintain public records request tracking system to monitor timely review and response from departments.
• Review responsive records for exempt information and apply redaction prior to release.
• Prepare and maintain appropriate redaction and exemption records.
• Review email archives for email communication response to requests.
• Develop and implement procedure, guidelines and controls for storage, retrieval, tracking, and filing of active and inactive records; ensure records are maintained and destroyed according to the adopted Records Retention Schedule.
• Perform file management functions to ensure compliance with public records retention schedules.
• Creates indexes for internal and external use for easily finding of records.
• Maintain knowledge of changes in law and legislation regarding records management and public information requests; update staff in response to changes.
• Provide regular and ongoing consultation, training, and direction to other departments on the requirements of the Public Information Act, records retention polices, and related City policies.
• Serves as information consultant by coordinating with departments and elected officials.
• Work closely with IT to retain, produce, and dispose of electronic records; manages record specific software and applications for the City.
• Identify endangered materials and propose a plan for preservation.
• Research grant sources and writes grants.
• Develops, collects, and analyzes and maintains statistics.
• Assists with the preparation and the developmental budget, the purchasing of supplies along with support in the life-cycle of records.
• Troubleshoot potential problems and making recommendations for process improvements or efficiencies in record conversion projects, record management technology and electronic records management systems.
• Understanding and maintaining legal hold requirements and releases.
• Maintain professional memberships and attend annual Public Information Act Training.
• Ensure public information request procedures and other relevant information is current on the City’s Website and any other place in which the City posts public information.
• Perform other duties as assigned.
• Facilitate and schedule records management meetings.
• Supports the relationship between the City of Waco and the general public by demonstrating courteous and cooperative behavior when interacting with citizens, visitors and City staff; maintains confidentiality of work-related issues and City information.
• Driving is an essential function of the job.

MINIMUM QUALIFICATIONS:
Bachelor Degree AND three years of records management, municipal or public information/open records experience; OR an equivalent combination of education and experience.

LICENSE AND CERTIFICATION:
• Must possess a valid Texas driver’s license.
This job description is not intended to be construed as an exhaustive list of responsibilities, duties and skills
required. City management has exclusive rights to alter this job description at any time without notice.
Employees will be required to follow any other job related instructions and to perform any other job related
duties requested by any person authorized to give instructions or assignments.
This document does not create an employment contract, implied or otherwise, other than an 'at-will'
relationship.
The City of Waco is an Equal Opportunity Employer and encourages applications from eligible and qualified persons regardless of race, gender, color, religion, national origin, age, disability, sexual orientation, or gender identity.
The City of Waco provides reasonable accommodations to applicants with disabilities on a case-by-case basis. If you need a reasonable accommodation for any part of the application or hiring process, please contact the Human Resource Office at (254) 750-5740.
Supervisory Experience Required No
Pay Between $36,677.47 / YR and $58,588.61 / YR
Shift Days (First) Duration Regular
Workweek Full Time
Additional Workweek Details Hours: Monday - Friday; 8:00 am-5:00 pm; some evenings as needed
Benefits
  • Medical/Health Insurance Plan
  • Retirement Plan
  • Sick Leave
  • Vacation Leave
Veterans Only No
Federal Contractor No
Eagle Ford Shale Job No
Is this job related to Hurricane Harvey Clean-up/Restoration? No

Job Requirements

Occupation Information and Record Clerks, All Other
Minimum Experience and Education  3 yrs   0 mos and Bachelors Degree


Additional Requirements

Driver's License Type Class C - Standard Driver's License

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Job Title Public Records Specialist
The employer did not provide an internal job posting number. Please locate this number on their web site and enter it here: Job Posting Number.
State Agency Name CITY OF WACO
Job Closing Date Aug 4, 2019
Open Until Filled No

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