ARCHIVES & RECORDS MANAGEMENT COORDINATOR - 1170

GRADE - 114

PAY RANGE - $29.51 - $42.08/hr - plus a comprehensive benefits package

GENERAL STATEMENT OF DUTIES:

Develops, implements and manages a comprehensive records management and archives program; performs directly related work as required.

DISTINGUISHING FEATURES OF THE CLASS:

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.

EXAMPLES OF ESSENTIAL WORK:

• 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 City’s records program;
• Inventories and analyzes the City’s 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; and
• Performs additional duties as required by the classification.

REQUIRED KNOWLEDGE SKILLS AND ABILITIES:

• 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 City’s 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.

ACCEPTABLE EXPERIENCE AND TRAINING:

• Graduation from an accredited college or university with a Master’s Degree in Public Administration, History, Library Sciences or a closely related field; and
• 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.

REQUIRED SPECIAL QUALIFICATIONS:

• Course work in Archival Management;
• Course work in Records Management.

ESSENTIAL PHYSICAL ABILITIES:

• Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits the employee to communicate effectively;
• Sufficient vision or other powers of observation, with or without reasonable accommodation, which permits the employee to monitor a wide variety of material in both electronic and hardcopy form, which permits the employee to monitor archives documents;
• Sufficient manual dexterity with or without reasonable accommodation, which permits the employee to operate a personal computer and related equipment;
• Sufficient personal mobility and physical reflexes, with or without reasonable accommodation, which permits the employee to function in a general office environment or assigned work/storage areas.
• Sufficient personal mobility and physical reflexes, with or without reasonable accommodation, which permits the employee to function in a general office environment or assigned work/storage areas.