Records Management Assistant

Overview

The position is responsible for coordinating the City's records management program. This work involves providing primary assistance to the City Clerk for designing, implementing, administering and maintaining the program.

EEO Statement: The City of Delray Beach does not discriminate on the basis of race, color, national origin, sex, religion, age or disability, marital status, family status or sexual orientation in employment or the provision of services.

Non-Smoking: The City is a non-tobacco workplace. The City will not consider applicants who have used tobacco or nicotine products for a period of at least three months prior to application for employment. The definition of "tobacco or nicotine products" includes but is not limited to, cigarettes, cigars, chewing tobacco, pipes, snuff, e-cigarettes and nicotine patches or gum.

• Develops records retention schedules and procedures.
• Oversees annual file purges and disposition.
• Works with departments on retention, maintenance, archiving and disposition of records.
• Organizes and maintains records warehouse/storage facility and all records and files stored in the Office of the City Clerk.
• Conducts training, workshops and meetings on records management.
• Retrieves records as needed. Dispose of records in accordance with state guidelines.
• Reviews records retention and destruction forms for accuracy and submittal to the City Clerk.
• Provides clerical and administrative assistance to meet the operational requirements of the department.
• Coordinates transportation of documents to records warehouse for storage or preparation for destruction.
• Coordinates shredding events with vendor.
• Fosters positive employee relations and employee morale on a City-wide basis.

• High school graduate or GED certification.
• Three (3) years of verifiable experience in the development, creation, implementation and maintenance of a records management program.

• OR
• An education equivalent to an Associate of Arts degree from an accredited college or university with major coursework in records management.

• AND
• Must possess a valid Florida driver's license with a clean driving record.
• Certification as a Records Manager is highly desirable.

Knowledge of principles of records management; knowledge of legal requirements of local, state and federal laws; familiarity with office machines and software; strong English, spelling, punctuation and mathematics; ability to work independently and adhere to policies; ability to establish and maintain effective working relationships; ability to communicate effectively orally and in writing; and ability to adapt to an evolving, continually improving environment.

The abilities expected of all employees include responding positively to supervision and direction, presenting a professional image, reporting for work on time, notifying supervisors of absences, adhering to time-keeping rules, interacting politely with the public, operating equipment to manufacturer specifications, and respecting cultural, religious, and gender differences when interacting with others.

A comparable combination of education, training, and experience may be substituted for the minimum qualifications.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. The work environment includes both indoor climate-controlled areas and warehouse conditions with potential for exposure to dust.

While performing the duties of this job, the employee is frequently required to sit and talk or hear, use hands to finger, handle, feel, or operate objects, tools, or controls, and reach with both hands and arms. The employee is occasionally required to walk and stand. The employee may lift up to 50 pounds and use equipment for storage of records in a warehouse environment (e.g., rolling ladder, lifts).

Specific vision abilities include close vision and the ability to adjust focus. A computer keyboard is used for data entry at a prescribed rate of speed.

Formal application, rating of education and experience; oral interview and reference check; job related tests may be required. The job description does not constitute an employment agreement with the employer, and requirements of the job may change.