boston planning & development agency

RECORDS SPECIALIST

Job ID
2021-1628
Category
Compliance
Grade Level
J
# of Hours
35
Salary Range
$60,000 - $70,000

Summary

boston planning & development agency

**BOSTON RESIDENCY IS A CONDITION OF EMPLOYMENT**

Title: RECORDS SPECIALIST

GRADE: I                                                         STATUS: EXEMPT

Department/Division: Administration/Compliance

OVERVIEW:

The Boston Planning & Development Agency (BPDA) is the planning and economic development agency for the City of Boston. The BPDA plays a far-reaching role in shaping the City.We are a self-sustaining agency and our love for Bostoninspires usto make our City an even better place to live, work, and connect.The Boston Planning and Development Agency (BPDA) is committed to attracting and retaining a diverse staffwith diverse experiences while continuing to work to build and sustain an equitable and inclusive work environment, where cultural diversity is celebrated and valued.We believe every member on our team enriches our agency andallows us to see a broad range of ways to understand and engage with our city, identify challenges, and discover,design, and deliver solutions

Summary of Responsibilities:

Under the general direction of the Records Manager, works as a member of the team of professionals responsible for the records and archival responsibilities include hands on directing of retrieving, appraising, organizing and preserving agency records. The Records Coordinator responsibilities include collaborating with BPDA MIS Staff, Legal Department, Senior Advisor of Strategy and Operations and Department heads to create and support agency wide policies and procedures for all agency employees in order to standardize the retention and storage of both electronic and paper records with a strong emphasis on electronic and digitization of BPDA/EDIC records. Works closely with the Agency’s Executive Secretary/Director on obtaining files for Public Records Requests.

General Duties and Responsibilities:

  • Analyze and help evaluate current management policies, procedures and processes throughout the Agency and develop areas of improvement.
  • Review records retention plans for each functional area of the Agency, revise as necessary to in include digitized records
  • Recommend workflows and systems to manage electronic records for all our processes
  • Determines priorities for digitization to establish digitization projects, in collaboration with archives staff
  • Identifies materials appropriate for digitization and presentation on the web following established archival procedures
  • Train staff on archiving policies and on the use of eclectic archiving systems and databases.
  • Provide reference assistance for archival and records management for all files created by the department.
  • Work with Agency managers and MIS to develop protocols for the archiving of emails and paper and electronic documents.
  • Perform data entry and quality control review; manage and maintain database for BPDA records.
  • Act as the liaison for Records Review with the Senior Advisor of Strategy and Operations helping to complete goals and timelines in the BPDA Strategic plan.
  • Help to manage off-site storage vendor contracts and coordinate with vendors as needed.
  • Familiarity with BOX for Records Management and retrieval is highly recommended.
  • Adhere to all City of Boston, BPDA and State procedures and guidelines for records management and retention including electronic records and emails. Work closely with MIS staff to determine guidelines in these areas of retention.
  • Ability to work independently and with internal and external constituents, including students, internals and researchers.

Required Skills:

  • Critical thinking- Using logic and reasoning to understand, analyze and evaluate research information and retention schedule for BPDA records. Work with Managers to access their needs in storing and archiving documents
  • Interpersonal Relationships- Develops and maintains cooperative and professional relationships with employees and all levels of management to include representatives from other departments and outside organizations.
  • Computer Skills- Familiarity and experience with digital tools, such as BOX, Salesforce and a high level of familiarity with Microsoft Office Products.

Qualifications:

Master’s degree in Library Science or Information Science and a Records Management Certification preferred with 2 years of relevant experience. Bachelor’s Degree from an accredited institution will be accepted with 5 years demonstrated Records Management and Information Management experience. Extensive direct experience within records can be used to replace the degree requirement.

Must have significant knowledge and experience of electronic and paper records management. Must demonstrate digitization experience of work related to moving paper files to a digitized format. Must be comfortable with the latest technology and IT functions and capable of designing and implementing electronic and paper management systems. Must be self-starter motivated with the ability to train staff and implement new policies. Must be customer service oriented.

Work Environment:

Works in office setting and archival facility (warehouse type environment)

Physical Requirements:

Frequent lifting, carrying and positioning of boxes weighing 40 pounds, frequent standing, walking, climbing

** BOSTON RESIDENCY IS A CONDITION OF EMPLOYMENT **

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