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New Job Public Records Coordinator In Arizona

PUBLIC RECORDS COORDINATOR
PUBLIC RECORDS COORDINATOR

PUBLIC RECORDS COORDINATOR

Company : City of Tucson
Salary : $50,253 - $86,694 a year
Location : Arizona

Full Description

Introduction

The City Clerk’s Office is seeking qualified applicants to fill a newly created position. This position will be responsible for the development, organization, and maintenance of a citywide Public Records Requests management program to ensure records requests are processed in a methodical and efficient manner to achieve compliance with federal, state, and city laws. This position will provide guidance to departments and citywide employees by developing procedures, providing training, and maintaining electronic databases to achieve and maintain timely responses to requests. In addition, this position will support the City Records Manager with the ongoing records management program and provide support for various facets of the City Clerk’s Office as needed.

The ideal candidate should have a broad knowledge of City operations and the records that are created during day-to-day processes. A minimum of 2 years of direct experience with governmental research, communications, and public administration is desired. The ideal candidate will have a positive approach towards work with a long-term, goal-oriented commitment to Records and municipal government. The ideal candidate will have a history of forming strong, professional relationships leading to effective communication, cooperation, and teamwork. In addition, the ideal candidate should be well organized and have the ability to identify strengths and weaknesses of the program and make adjustments accordingly.

General Description

Provides frontline operations support for city-wide public records requests, including research, assignment, tracking, and review of requests.

This job reports to: City Records Manager

Essential Functions

Note: This information is intended to be descriptive of the key responsibilities of the position. The following functions do not identify all duties to be performed. Other duties and responsibilities may be assigned.


Monitors, performs research, and assigns all public records requests, including corresponding with various parties.

Supervises support staff in a unit ensuring timely and quality activities to respond to the needs of the city, community, department, and unit.

Recommends and manages divisional budget.

Manages city-wide election related activities to include ballot mailing, returns, election board support, election day activities and ballot tabulation.

Develops and maintains records request process to ensure compliance citywide. Remains current on laws, rules, policies that impact public records.

Coordinates records management including storage and retrieval of records, destruction of records, and retention of records series.

Develops and recommends program plans, initiatives, department policies, and procedures for efficient response to public inquiries.

Ensures materials are complete and in conformance with established requirements of applicable statutes and policies.

Assists with the operations of city record archives by monitoring routine and confidential operations of work.

Minimum Qualifications

Minimum Education Level & Type: Associate degree and/or equivalent experience

Minimum Experience Qualifications: At least 2 years in governmental research, communications, or public administration.

Selection Plan

*NOTE: Applications must include a resume (PDF or Word Document) for consideration, any application without a resume will be considered incomplete*

All applicants will be required to submit a resume under the "Resume" tab as part of the online application, as your resume will be reviewed and scored during the testing process. Please ensure your application contains the required resume prior to submission.


Applicants who meet the minimum qualifications will be evaluated on the education and work experience in their employment profile and the responses to their supplemental questions. The highest scoring applicants will then be invited to participate in an Oral Board interview.

  • Oral Board Interviews will be held the week of August 14, 2023

Upon completion of all examination processes, the highest scoring applicants will be placed on the Civil Service Employment List. An applicant's ranking on the Civil Service list will be based on their final score which will be calculated as:


  • 35% of your rating for education and work experience
  • 65% of your oral board interview

This recruitment will establish a civil service list that may be utilized to fill vacancies occurring within the next 6 months.


  • Final selection interviews may be held following the creation of a civil service list.

Veterans, Native American, or Disability preference points will be added to the final score for those that are placed on the Civil Service Employment List. If you qualify for preference points as outlined in the Employment Profile, you must upload your documentation as part of the application process. You may also email the documentation to Neil Nickol; [email protected]. The DD 214 must be a copy that indicates characterization of service.


If you are in need of an Americans with Disabilities Act-related accommodation during the testing process, please contact Neil Nickol; [email protected] at least 48 hours prior to the evaluation.


Conclusion

You are highly encouraged to print this bulletin because it contains important testing dates and information that you will need to refer to later, as it will not be available after the closing date.

Communication throughout this process will be sent via email exclusively so please ensure your browser accepts emails from [email protected] and check your email account regularly. Failure to respond or follow instructions will result in disqualification. All email inquiries should be directed to [email protected].


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