The Open Records Specialist within the Department of Finance (“Department”) has two main areas of responsibility. The first is the primary contact point for open record requests and responses for the Department and the second is assisting with the development and implementation of the City’s records management system, under the direction of the Records Manager. Duties include, but are not limited to, responding to open records requests and ensuring compliance with open record laws and procedures, developing and implementing an internal records maintenance process, updating financial systems, performing clerical and administrative functions, conducting training, preparing reports, and processing associated paperwork.
Essential Duties and Responsibilities: The following duties are representative of this job but are not all-inclusive. Additional duties may be required and assigned.
- Open Records
- Manage, process, and respond to all open records requests in compliance with applicable laws and regulations.
- Receive and track request in an efficient and timely manner.
- Ensure that all local, state, and federal open records laws and regulations are adhered to.
- Send request to the appropriate department to gather requested information.
- Communicate effectively to ensure that the requestor is being provided with status updates and informed if the request needs clarification or additional time is needed.
- Records Management:
- Conduct in-depth records management analysis of office operations and functions.
- Develop and implement record retention and disposition instructions for files.
- Update business license and financial systems with returned mail notifications and contact customers as necessary.
- Maintain the office filing system and records, ensuring they are current and accessible.
- Scan and store applicable forms in records management software for audit purposes.
- Comply with the City’s established records retention schedules and provide recommendations for updates.
- Administrative Duties:
- Provide general support to teams and executives, as well as, handling tasks and special projects as assigned.
- Assist in planning and organizing office meetings and events as needed.
- Assist with greeting visitors, answer inquiries, and provide internal/external customer support as needed.
- Research unknown payments to find the intended recipient.
- Inventory office supplies and maintain sufficient levels to perform daily tasks.
- Communication:
- Answer written and verbal informational requests from employees and the public cooperatively and courteously.
- Instruct, advise, and provide assistance to records officers, supervisors, managers, and directors in records management.
- Conduct formal records management training office wide.
- Quality Assurance:
- Inspect and approve records shipments for transfer.
- Verify compliance with state laws on records management.
- Exercise immediate remedial action to correct any quality deficiencies.
- Planning and Organizing:
- Plan, direct, and supervise special project assignments.
- Develop an internal process for removing and returning files to storage to ensure the integrity of the records management system.
- Productivity and Accountability:
- Develop and maintain a system of internal tracking for incoming/outgoing mail and packages.
- Perform duties efficiently and effectively to meet organizational standards and expectations.
- Assume responsibility for completing assigned work on or before deadlines.
- Record Keeping and Documentation:
- Maintain and continually update records to ensure they remain current and accessible.
- Marginal Job Functions:
- Perform other related duties as required.
Knowledge of Job: - Knowledge of record retention practices, policies, and procedures.
- Ability to develop and administer policies, procedures, plans, and activities.
- Ability to communicate and interact effectively with subordinates, management, employees, and the general public.
- Ability to assemble information and create written reports and documents.
- Ability to use independent judgment and discretion, including handling emergency situations, setting priorities, and resolving problems.
- Ability to comprehend, interpret, and apply regulations and procedures.
- Proficiency in mathematical calculations required by the job.
- Proficiency in the use of computers and related software.
Minimum Qualifications: - Successful completion of an Associate’s degree in Business/Public Administration or a related field.
- Minimum of two (2) years of prior experience in an open records or records management capacity.
- Any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
Preferred Qualifications: - Georgia Notary Public or willing to be commissioned as a Georgia Notary Public within 30 days of hire.
- Experience with Open Text records management software.
- Intermediate level experience with MS Office.
