ARCHIVES & RECORDS MANAGEMENT COORDINATOR - CITY CLERK

City of Manchester, NH•Manchester, NH

59d•$30 - $42

About The Position

Develops, implements and manages a comprehensive records management and archives program; performs directly related work as required. The principal function of an employee in this class is to ensure professional standards are applied to the managing, storing and archiving of all official City documents. The work is performed under the supervision and direction of the City Clerk but considerable leeway is granted for the exercise of independent judgement and initiative. The nature of the work performed requires that an employee in this class establish and maintain effective working relationships with other City employees, representatives from other municipalities and the Public. The principal duties of this class are performed in a general office environment.

Requirements

Comprehensive knowledge of the principles, practices, methods, techniques and procedures of archives and/or library research and reference responsibilities
Comprehensive knowledge of proper classification, filing, care and storage of archives materials and items
Comprehensive knowledge of the development and management of public archives facilities
Thorough knowledge of the history of the City and surrounding region or ability to quickly acquire such knowledge
Thorough knowledge of methods and sources for historical research
Thorough knowledge of the principles and practices of handling and maintaining old and fragile documents and items
Ability to develop support and raising funds and other sources of support for the Citys archives
Ability to communicate effectively with others, both orally and in writing, using both technical and non-technical language
Ability to understand and follow oral and/or written policies, procedures and instructions
Ability to prepare and present accurate and reliable reports containing findings and recommendations
Ability to operate or quickly learn to operate a personal computer using standard or customized software applications appropriate to assigned tasks
Ability to use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions
Ability to perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines
Ability and willingness to quickly learn and put to use new skills and knowledge brought about by rapidly changing information and/or technology
Integrity, ingenuity and inventiveness in the performance of assigned tasks
Graduation from an accredited college or university with a Masters Degree in Public Administration, History, Library Sciences or a closely related field
Zero to two years of experience in records management and archival operations; or
Any equivalent combination of experience and training which provides the knowledge, skills and abilities necessary to perform the work

Responsibilities

Plans, organizes, implements and oversees a comprehensive archival program for the City of Manchester
Develops and writes a Municipal Records Management Manual for use in the adherence to policy aimed at applicable archives standards
Implements standards and policies for the Citys records program
Inventories and analyzes the Citys records for value and retention requirements
Determines long-range planning for records management and archives future space, shelving and office needs
Conducts electronic cataloguing of permanent records using current applicable standards of library and archival systems
Identifies conservation and preservation needs of historical records
Coordinates facets of the archival program with the external preservation community
Supervises assigned personnel in processing and preserving archival records and related
Identifies archival records for appraisal, arrangement, description and preservation
Creates and implements preservation strategies for archives and permanent records: rehousing, monitor environmental conditions, reformat materials, identify at-risk materials, and create preservation strategic plans, etc.
Conducts historical research related to the City of Manchester and creates historical narratives for the city's red book
Identifies record sets eligible for in-house digital imaging, creates metadata/indexing fields for digitization projects, creates digital imaging settings for specific projects (ppi, resolution, image ratio, file format, etc.), ensures digital imaging projects are in compliance with state RSAs, creates Quality Control guidelines for digital imaging projects
Creates access tools to archival collections: cataloging, finding aids, indexing, etc.
Oversees the City Clerk's records management program, including record retention and disposition in accordance with local ordinances, state law, and federal regulations; provide records management consultation to all city departments, including conducting inventories of paper and digital records, creating retention schedules, executing records disposals, identifying records eligible for transfer to archives, etc.
Coordinates the implementation and use of information management technology in archival functions with the Information Systems Department
Coordinates grant application and administration within records management area
Provides reference and research services to members of the public, city employees, and elected officials in person, over the phone, via email
Provides genealogical research services to individuals conducting in-depth family history research
Manages the City Clerk archives webpage
Supports City Clerk with responding to and disseminating Right to Know requests
Provides guidance and demonstrations to new employees in similar positions
Keeps supervisors informed of work progress, issues, and potential solutions
Attends meetings and training to stay current on relevant practices and developments
Responds to citizen inquiries courteously and promptly
Coordinates regularly with others to enhance interdepartmental efficiency
Performs additional duties as required by the classification