boston planning & development agency

  • RECORDS MANAGER

    Job ID
    2020-1485
    Category
    Compliance
    Grade Level
    K
    # of Hours
    35
    Salary Range
    78,700 - 96,400
  • Summary

     

    boston planning & development agency

     

    **BOSTON RESIDENCY IS A CONDITION OF EMPLOYMENT**

    TITLE:          RECORDS MANAGER

     

    STATUS:       EXEMPT     

     

    GRADE:        K

     

    DEPARTMENT/DIVISION: COMPLIANCE

     

    ORGANIZATION OVERVIEW:

    A city of opportunity! Would you like to play a part in shaping the city of Boston and enjoy an engaging and exciting career focused on creating the future of Boston while respecting its past? The Boston Planning & Development Agency is a self-sustaining agency focused on constantly improving and developing this wonderful city by making it a better place to live, work and play.

    The Compliance Department manages the archival and digital transfer of documents and files for the City of Boston on all BPDA related matters.  

     

    POSITION OVERVIEW:

    Under the direction of the Director of Compliance, works as a member of a team of professionals responsible for the records and archival management of a BRA and EDIC (BPDA) records. The archival responsibilities include hands on supervision of retrieving, appraising, organizing and preserving closed agency records in a state-of-the-art records warehouse and on digital software. The Records Manger responsibilities include collaborating with MIS department, Legal and various department heads to create and implement agency wide policy and procedures for all agency employees in order to standardize the retention and storage of both electronic and paper records. Also responsible for employee training to standardize record retention and file closing procedures and creating quality control and record retrieval process.

     

    ROLES & RESPONSIBILITIES:

    • Analyze and evaluate current records management policies, procedures and processes to develop and implement recommendations for improvements
    • Evaluate user needs based on assessments of records, processes, storage, interviews with users, and reviews of current methods and procedures and develops and helps implement action plans for improvement
    • Coordinate file conversions
    • Design and implement records keeping systems such as electronic repositories, taxonomies, classification schemes, and controlled vocabularies to aid users in meeting requirements for access, retention, disposition and protection of information
    • Maintain BPDA Agency materials by department, business process, name of project, or account. Standardize and maintain BPDA records in accordance with procedures as needed
    • Organize closed files and standardize location and retrieval of existing records
    • Work with Agency managers to develop protocols for the archiving of emails and paper and electronic documents
    • Prepare record-keeping systems and procedures for archival research and for the retention or destruction of records
    • Perform outreach to the public and other organizations to ensure that BPDA archival material is available to researchers
    • Perform data entry and quality control review; manage and maintain database for BRA records
    • Consolidate information related to all material stored off-site into one database
    • Manage off-site storage vendor contract and coordinate with vendor as needed
    • Advise users on how best to access, use and interpret archives, often through internal training courses
    • Train staff on the archiving policies and on the use of electronic archiving systems and databases
    • Adhere to all City of Boston, BPDA, and State procedures and guidelines for records management and retention including electronic records and emails
    • Work with the City of Boston Archives to ensure consistency when applicable
    • Research and implement records management best practices
    • Train staff, implement and conduct searches for stored information; identify, locate, and retrieve information and materials
    • Ensure timely response to all information/material requests. Maintain accurate and up-to-date charge out system.  Follow up on charged out materials
    • Maintain confidentiality and integrity of all information

    MINIMUM QUALIFICATIONS

    • Completion of Bachelor’s degree
    • Master’s Degree in Library Science (MLS) strongly preferred
    • Records Management Certificate and/or course completion related to best practices preferred
    • Minimum 5 years progressive experience in records management
    • Digitization experience a must
    • Self-motivated with ability to create new process and work with various departments to implement new workflows and policies
    • Comfortable with latest technology and IT functions and capable of designing and implementing electronic and paper document management system

    PHYSICAL REQUIREMENTS & WORK ENVIRONMENT

    • Standard office environment; occasional site visits, occasional local travel
    • Frequent lifting and carrying of boxes weighing 40lbs

     

    ** BOSTON RESIDENCY IS A CONDITION OF EMPLOYMENT**

     

     

    BPDA is an EQUAL OPPORTUNITY EMPLOYER

    Benefits include:

    • 4 weeks paid vacation
    • 4 personal days
    • 15 sick days
    • medical, dental, and eye coverage
    • short-term and long-term disability
    • Retirement plans
    • Partial parental leave pay
    • Professional development and education yearly budget
    • Supportive, collaborative work environment

     

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