Public Records Manager

Village of Glendale Heights•Glendale Heights, IL

2d•$79,165 - $116,314•Onsite

About The Position

The Village is seeking a Public Records Manager. The Public Records Manager is responsible for ensuring the Village is compliant with all document management and sunshine laws including document management and retention, OMA, and FOIA. The position is responsible for maintaining and administering the Village’s official records, including ordinances, resolutions, agendas, minutes, contracts, agreements, licenses, and other public documents. This position is responsible for oversight of the Village’s document management program for all Departments outside of the Police Department. This includes document retention and destruction as well as the implementation and management of the Village’s document management software and the Village’s agenda management software. This position coordinates the inter-departmental FOIA response and assigns FOIA related tasks to other departments as needed. The position is responsible for Board agenda materials.

Requirements

Associates Degree or some college
Five to seven years of experience managing and complying with document management and retention, FOIA and OMA laws
Certified Municipal Clerk or Registered Municipal Clerk or progress toward said designations preferred
Any equivalent combination of education, training and experience which provides the requisite knowledge skills and abilities for this job.

Responsibilities

Ensuring the Village is compliant with all document management and sunshine laws including document management and retention, OMA, and FOIA.
Maintaining and administering the Village’s official records, including ordinances, resolutions, agendas, minutes, contracts, agreements, licenses, and other public documents.
Oversight of the Village’s document management program for all Departments outside of the Police Department.
Document retention and destruction.
Implementation and management of the Village’s document management software and the Village’s agenda management software.
Coordinating the inter-departmental FOIA response and assigning FOIA related tasks to other departments as needed.
Responsible for Board agenda materials.
Evaluate deficiencies in the Village current document management policies and procedures and develop a plan for improvement, including the enhanced use of technology using Laserfiche.
Work with all Departments to fully implement the Village's agenda management system for all standing committees and commissions.
Work with the Assistant Village Administrator to evaluate policies and ordinances related to public meetings and assist in coordinating an update to affected ordinances and policies.
Evaluate opportunities to streamline work and coordination with the Village's legal team.