The City of Minneapolis

City Records Manager
Salary
$80,098.72 - $106,830.88 Annually

Location 
Minneapolis, MN

Job Type
Full-time

Job Number
2023-00306

Department
Office of City Clerk

Division
City Clerk Operations

Opening Date
05/01/2023

Closing Date
5/22/2023 at 11:59 PM Central Time (US & Canada)
Position Description
As the largest and most vibrant city in the state, Minneapolis depends on purposeful, dedicated and innovative employees. Minneapolis has a large variety of careers for people of all experiences and backgrounds who come together for a singular purpose--serving the residents, businesses, and visitors of Minneapolis.

The City Records Manager 
Establishes and maintains the Records Management program and supports information governance initiatives.
Manages the operations of the Records Center, which provides record warehousing services to all departments within the City of Minneapolis.
Maintains the City Archives, preserving and sharing documents with historic significance.
This position may be eligible for flexible work arrangements, including hybrid work with some days working remotely and some days working in the office.

Learn more about the records team’s work on the city webpage.

Job Duties and Responsibilities
Enterprise Records and Information Governance

Establish and maintain a legally compliant records and information governance program. Establish and enforce enterprise standards, policies, and procedures.
Lead or support records and information management initiatives. Advocate for the importance of and compliance with the records and information governance program.
Oversee the establishment of records retention schedules, including schedules for specific departments.
Work closely with City departments to support implementation of and ensure compliance with the City Information Governance program.
Support City Information Governance initiatives, including supporting the Information Governance Policy Committee.
Advise departments on issues related to records and information governance and provide training to and maintain awareness among all City staff.
Maintain an understanding of the legal environment impacting City's records and information. Monitor information related risks faced by the City and develop mitigation strategies.
Monitor the legal environment impacting City's records and information management requirements.
Ensure the training and awareness of all levels of city staff on policies, processes, and procedures for records and information management and public records disclosures.

Records & Document Center
Manage the City's Records Center and oversee the warehousing and lifecycle management of physical records.
Support intake, retrieval, and destruction of physical records. Maintain business continuity procedures and support effective organization, maintain capacity and availability.
Develop, implement, and support new processes and services to support the City’s evolving need around physical records.

City Archives
Supervise the City's archive materials accordance with state law and best practices. Ensure appropriate maintenance of the City's archives, artifacts, and holdings of historical value.
Establish procedures for the stewardship of material with historical, administrative, cultural, research, or other significant value. Advise City departments to support appropriate management of departmental holdings.
Coordinate with City departments and other partners, such as Hennepin County Library, Minnesota Historical Society, University of Minnesota, and other institutions, to advance the City’s legal, administrative, and historical interests.
Other 
Plan, supervise, and evaluate the work of assigned subordinate staff and provide professional development and coaching.
Represent the City Clerk's Office in internal and external meetings involving information governance, data access or privacy, or records storage.
Required Qualifications
A resume is a required attachment, cover letters are preferred. 

Minimum Education: Bachelor's Degree or equivalent in Library Science, Records Management/Archives, Public Administration, Information Systems/Technology, or related discipline.

Minimum Experience: Five years of experience in one or more of the following:
Development, implementation, and administration of an enterprise records and information management or information governance program.
Development, implementation, and administration of an organizational library or archival program.
Leadership experience, including personnel supervision and performance management within a large multi-function organization.
Equivalency
An equivalent combination of education and experience closely related to the duties of the position may be considered.

Prefer one or more of the following licenses/certifications:
Certified Records Manager
Certified Information Governance Professional Certified Archivist
Certified Records Analyst
Or equivalent industry certifications

Background Check
The City has determined that a thorough Minneapolis Police Department criminal background check as well as education check is necessary for positions with this job title. Applicants must sign an informed consent allowing the City to obtain their criminal history information in connection with the position sought. Applicants who do not sign the informed consent form will not be considered for the position.

Selection Process
The selection process will consist of the following steps: a rating of relevant education and experience (100%). It is important that your application show all the relevant education and experience you possess. This information will be used to determine which candidates will proceed in the selection process. A submitted application is also used to verify the answers to any supplemental questions.  Only those candidates who attain a passing score (70%) on each step in the selection process will be placed on the eligible list. The City of Minneapolis Human Resources Department reserves the right to limit the number in any phase of the selection process.

Interview Selection
The hiring authority reserves the right to determine the maximum number of candidates to interview from the established eligible list.  If the hiring authority decides to interview other than by exam score order, they may select additional people to interview based on a candidate's education or experience related to the field, work history, or skills uniquely related to the operational needs of the position.

Union Representation
This position is not represented by a collective bargaining agreement.

Eligible List
The names of applicants who meet minimum qualification and who pass the screening process shall be placed on the eligible list for employment consideration.  This list will be certified to the hiring manager who may use the list to fill a vacancy of the same job title. This eligible list will expire two months after it has been established.

Knowledge, Skills and Abilities
Emerging best practices related to the management of electronic information.
Federal, state, and local laws and regulations affecting the management of a government records program, such as: MN Official Records Act, MN Records Management Statue, HIPAA, MN Data Practices Act.
ARMA International's Generally Accepted Recordkeeping Principles, U.S. DOD 5015.02, ISO 15489, and other relevant industry.
Records management systems and applications, including automated content and document management systems, imaging, indexing and retrieval systems.
Budgeting, forecasting, project management, performance metrics. Continuous improvement methodologies.
Ability to understand business processes and develop new strategies and plans to handle records management needs.
Ability to work with all levels of the organization, coordinate tasks across organizations, and effectively troubleshoot problems.
Strong oral and written communication skills.
https://www.governmentjobs.com/jobs/4015117-0/city-records-manager