Electronic Documents Management Records Manager

City of Titusville • Titusville, FL

8d • Onsite

About The Position

This is highly responsible professional and technical work involving various administrative functions necessary for the operation and coordination of the City of Titusville Records Management Program. Serves as System Manager and Administrator of the City’s Electronic Document Management System (EDMS). Maintains a continuing program for the management and disposition of all city records. Incumbent is responsible for complying with City ordinances, policies, State statutes and Federal regulations for permanent record storage and retention. Incumbent is expected to anticipate work assignments, exercise judgment and make decisions within the scope of job responsibilities. All work is performed under the general direction of the City Clerk, but incumbent exercises substantial independent judgment.

Requirements

• High school graduate or equivalent diploma is required
• three to five years of progressive records management experience
• at least one year of supervisory experience
• Knowledge of records management principles, methods and procedures.
• Knowledge of City ordinances, State and Federal laws and regulations governing records management.
• Ability to interpret laws, rules and regulations relating to records management.
• Knowledge of imaging system operations and equipment.
• Knowledge of computer hardware as it relates to imaging systems.
• Knowledge of microfilming operations and equipment.
• Ability to work with the public in a courteous and polite manner.
• Knowledge of Microsoft Office Suite software, particularly database (Access), word-processing (Word), and spreadsheets applications (Excel) required.
• Ability to communicate effectively, both orally and in writing.

Responsibilities

• Serves as the Systems Manager and Administrator for the City’s Laserfiche Electronic Document Management System (EDMS), which is utilized by City departments and made available to the public through the Internet.
• Establishes and maintains system security, user access, and permissions to ensure the confidentiality, integrity, and security of official City records.
• Develops, implements, and participates in the design and improvement of manual and automated records management systems, including electronic imaging and document management systems.
• Identifies user requirements and business needs; evaluates software and hardware alternatives; and makes recommendations regarding the selection, implementation, and enhancement of EDMS technologies.
• Interviews users and analyzes operational needs, goals, and objectives to identify opportunities for improved imaging, document management, and records management processes.
• Coordinates with appropriate technical support personnel to resolve technical issues and maintain the optimal operational status of imaging and records management systems and related equipment.
• Troubleshoots and resolves system errors, failures, and operational issues; identifies root causes and implements corrective actions related to hardware, software, system configurations, and established procedures.
• Evaluates data processing and system capacity requirements and recommends technology development plans to accommodate current and anticipated City needs.
• Develops, maintains, and administers the imaging system disaster recovery plan, including data and program backup procedures to support business continuity and records preservation.
• Determines which records are appropriate for imaging and establishes priorities for the conversion of permanent and active City records into electronic formats.
• Determines which imaged records are eligible for destruction and authorizes the disposition of records in accordance with applicable State of Florida records retention and disposition guidelines.
• Ensures City records are properly maintained, protected, secured, and accessible in accordance with applicable records management requirements and established City procedures.
• Directs the maintenance and organization of active records within administrative offices and monitors records management practices to ensure compliance with established standards.
• Directs the work of two receptionists in the City Clerk’s Office as it relates to imaging and electronic records management activities.
• Instructs and directs personnel in the operation of imaging systems used to capture, index, store, retrieve, and maintain permanent City records.
• Provides training and technical assistance to City employees and members of the public regarding the use of the Laserfiche imaging and electronic document management system.
• Performs special projects as assigned; coordinates and monitors assigned projects; oversees administrative details, including project status reports and related documentation; and participates on committees and task forces.
• Assists with the preparation and administration of the department budget as it relates to electronic records management, including the development of capital outlay requests and technology-related expenditures.
• Performs related work as required and other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED