Electronic Documents Management Records Manager

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

• 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.

KNOWLEDGE, ABILITIES, AND SKILLS:  

• 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 Micros soft Office Suite software, particularly database (Access), word-processing (Word), and   spreadsheets applications (Excel) required.  
•  Ability to communicate effectively, both orally and in writing.

High school graduate or equivalent diploma is required plus three to five years of progressive records management experience and at least one year of supervisory experience.Subject to emergency call-out during off-duty hours and on weekends as required.
 
PHYSICAL REQUIREMENTS:  
 

• Speaking: Expressing or exchanging ideas by means of the spoken English word, including the ability to communicate detailed technical information, instructions, recommendations, system procedures, and directions to employees, supervisors, technical support personnel, vendors, contractors, and members of the public accurately and effectively. Ability to communicate verbally both in person and over the telephone.
• Talking: Communicating information, instructions, technical concepts, system procedures, and records management requirements clearly and effectively to individuals and groups. May include providing training, technical assistance, presentations, and user support.
• Visual Acuity: Ability to maintain visual acuity sufficient to read and interpret computer screens, electronic documents, records, technical documentation, system configurations, reports, spreadsheets, policies, procedures, and other written or electronic materials. Ability to distinguish details, characters, symbols, and images necessary to perform electronic document management and system administration functions.
• Sitting: Remaining seated for sustained periods while operating computers, reviewing electronic records, administering the Laserfiche system, analyzing system information, preparing reports, participating in meetings, providing technical support, and performing other administrative duties.
• Standing: Remaining in an upright position for varying periods of time while providing training, assisting users, attending meetings, retrieving or organizing records, performing equipment or system-related activities, and interacting with employees, vendors, and members of the public.
• Walking: Moving about on foot to perform assigned duties, including traveling between offices, departments, City facilities, meeting locations, records storage areas, and other work locations to provide technical assistance, conduct training, review records, or oversee imaging activities.
• Stooping: Bending the body downward and forward by bending the spine at the waist. May occur periodically while accessing files, records, storage areas, equipment, cabinets, or materials located at various heights.
• Kneeling: Bending the legs at the knees to come to rest on one or both knees. May occur occasionally while accessing or organizing records, equipment, storage areas, or materials.
• Reaching: Extending the hands and arms in any direction to access computers, office equipment, records, files, shelving, storage areas, documents, supplies, and other materials necessary to perform assigned duties.
• Grasping: Applying pressure to an object with the fingers and palm. Ability to grasp documents, files, electronic devices, computer equipment, office supplies, and other materials necessary to perform assigned duties.
• Handling: Picking up, holding, moving, organizing, and otherwise working with documents, files, records, office equipment, computer peripherals, and other materials using the hands and fingers.
• Feeling: Perceiving attributes of objects, such as size, shape, texture, and condition by touching with the hands and fingers. Ability to manipulate keyboards, computer mice, touchscreens, office equipment, electronic devices, documents, and other materials.
• Repetitive Motion: Performing repetitive movements of the wrists, hands, and fingers, including frequent use of a computer keyboard, mouse, touchscreen, telephone, calculator, and other office and electronic equipment. May involve repetitive data entry, document indexing, scanning, and electronic records management activities.
• Lifting: Raising or moving objects from a lower to a higher position or moving objects horizontally from one position to another. Ability to occasionally lift and carry files, documents, records, office supplies, computer peripherals, imaging equipment, and other materials necessary to perform assigned duties.
• Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, including telephone conversations, meetings, training sessions, technical discussions, and interactions with employees, vendors, technical support personnel, and members of the public.
• Mental Acuity: Ability to make sound and timely decisions through the application of logic, reasoning, analysis, and judgment. Ability to analyze system and user requirements, troubleshoot technical issues, evaluate software and hardware alternatives, interpret records management requirements, identify problems, develop solutions, prioritize competing needs, and make appropriate recommendations.
• Concentration: Ability to maintain sustained attention and concentration while performing detailed computer-based work, reviewing electronic and physical records, analyzing system errors, configuring system settings, monitoring system security, indexing documents, preparing reports, and performing other duties requiring accuracy and attention to detail.
• Reading: Ability to read, comprehend, and interpret technical documentation, policies, procedures, records retention schedules, system documentation, user requirements, reports, correspondence, and other written and electronic materials.
• Writing: Ability to communicate information clearly and accurately in written form, including preparing reports, procedures, technical documentation, correspondence, project updates, user instructions, and other records management and administrative materials.
• Driving: Ability to operate a City vehicle or other motor vehicle, when required, to travel between City facilities, offices, records storage locations, training locations, meetings, or other work sites in the performance of assigned duties.
• Environmental Conditions: Work is primarily performed in an office environment with regular exposure to computers, electronic equipment, office machinery, paper records, and standard indoor environmental conditions. May occasionally require work in records storage areas, file rooms, equipment rooms, or other City facilities where temperature, lighting, noise, dust, or other environmental conditions may vary.
• Computer and Electronic Equipment: Ability to continuously or frequently operate computers, monitors, keyboards, mice, scanners, printers, telephones, mobile devices, and other electronic or imaging equipment necessary to administer and support the City’s Electronic Document Management System.
• Work Environment: Ability to work independently and in a team environment while managing multiple priorities, responding to system issues, meeting deadlines, providing customer service and technical support, and maintaining accuracy and confidentiality when handling official City records.

This job description is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills or working conditions associated with the position. While it is intended to accurately reflect the position activities and requirements, management reserves the right to modify, add or remove duties and assign other duties as necessary.  This job description does not constitute a written or implied contract of employment.  

Acknowledged and accepted:

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Name & Date