Records Management Coordinator

Job Description Summary

Department - Clerk of the Board

Job Description

Job Type: Classified

Job Classification: 5622 - Records Management Coordinator

Salary Grade: 10

Pay Range

Hiring Range: $49,763 - $59,716 Annually 
Full Range: $49,763 - $69,668 Annually 

Salary offers are based on the candidate's equivalent experience and internal equity with other employees within the same job classification. 

Pima County's Clerk of the Board is currently seeking a Records Management Coordinator. The functions of the position include planning, coordinating, monitoring and participating in administrative and operational activities associated with Pima County’s Records Management Program.

This position is located in the Management of Information and Records Division of the Clerk of the Board's Office.

Essential Functions:

As defined under the Americans with Disabilities Act, this classification may include any of the following tasks, knowledge, skills, and other characteristics. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents of this class. Work assignments may vary depending on the department’s need and will be communicated to the applicant or incumbent by the supervisor.

• Plans, organizes, coordinates, maintains, oversees, implements and administers the activities of records management program and public records requests program;
• Assists the Division Manager or department director in developing and establishing program goals and objectives;
• Evaluates program effectiveness and measures/reports on program success;
• Supervises, trains and evaluates staff, determines work assignments and priorities and participates in personnel selection;
• Monitors program-specific legislation and ensures program compliance with applicable regulations;
• Performs public relations activities as a program representative, makes program-related presentations to the general public, prepares and presents news releases and other media materials and participates in the development of community awareness programs;
• Coordinates the development of training and informational materials to promote public understanding of program activities, services and requirements;
• Establishes and maintains liaison relationships and coordinates program activities with other departments, public and private agencies, organizations and groups;
• Conducts meetings to resolve problems, address issues, discuss program goals and objectives and disseminate information;
• Monitors grants, program contracts and/or contractor performance;
• Participates in the development of the program budget and supervises the monitoring and administration of program funds;
• Conducts program-related studies and prepares written reports and recommendations;
• Prepares routine and special program status reports for federal, state and county agencies;
• Analyzes data and prepares program activity reports and statistical materials for management review;
• May access or maintain specialized databases containing program-specific information to record activity or generate reports;
• May write and submit grant applications and prepare/review proposals.

Minimum Qualifications:

Bachelor’s degree from an accredited college or university with a major in information management, public or business administration, or a related field determined by the department head at the time of recruitment AND two (2) years of experience coordinating, monitoring, and/or administering program activities or providing professional level administrative support for a program or specialized work unit.

(Relevant experience and/or education from an accredited college or university may be substituted.)

OR:

Two (2) years with Pima County in a Records Management Specialist or closely related position as determined by the department head at the time of recruitment.

Qualifying education and experience must be clearly documented in the "Education" and “Work Experience" sections of the application. Do not substitute a resume for your application or write "see resume" on your application.

Preferred Qualifications: (Be specific in describing your experience in your application. Ensure the descriptions provided illustrate your competencies, specifically addressing the required and preferred qualifications.): 

• Experience in database management.
• Experience in records management.
• Experience in creating training programs and providing presentations to audiences.
• Experience with state and federal regulations related to records management.

Selection Procedure: 
Pima County Human Resources Department reserves the right to admit to the selection process only those candidates that meet the minimum/desired qualifications. All applications will be assessed based on an evaluation of the listed education and experience. Candidates meeting the minimum/desired qualifications may be further evaluated/scored against any advertised Preferred Qualifications. The hiring authority will interview and select the successful candidates from a referral list provided by Human Resources. Additional assessments/testing may be required as part of the selection process.