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<br />City of Elk River <br />Records Specialist <br />Position Description <br /> <br />Department: Immediate Supervisor: <br />Administration/Administrative Services City Clerk <br />Pay Grade: FLSA Status: Last Updated: (date) <br />5 Non-Exempt 10/2017 <br />Positions Supervised: <br />N/A <br />Position Summary <br />The Records Specialists coordinates and administers the records management of public records for <br />the city in accordance with various laws. <br /> <br />Essential Functions <br />1. Maintains regulatory compliance. <br />A. Analyzes records management practices and recommends, develops, and implements <br />policies and processes to ensure efficient and accurate records storage, retrieval, <br />retention, destruction, and adherence to applicable laws. <br />B. Provides technical assistance to staff responding to data requests, including <br />conducting searches of electronic records and preparing data for review. <br /> <br />2. Manages records storage structure. <br />A. Works with directors/managers to meet the records business needs of the <br />departments. <br />B. Develops and maintains a structure of Meta data to support records retention, <br />digitization, and management. <br />C. Develops and maintains standard scanning and storage templates for each record <br />type. <br />D. Develops and maintains business processes and procedures for inventory and <br />archiving of existing digital records and storage of new records. <br />E. Serves as the primary support contact for Laserfiche. Provides staff assistance, <br />training, and troubleshooting. Monitors system use, identifies potential new uses, and <br />develops Laserfiche solutions including workflow automation. <br /> <br />3. Performs records administration activities. <br />A. Provides follow-up to customer and staff inquiries. <br />B. Coordinates and conducts document scanning/imaging, data entry, file logging, <br />distribution, storage, retrieval, and destruction. <br />C. Coordinates archive paper records conversion projects and teams until all paper <br />records and archives are inventoried, scanned, digitized, and incorporated in the <br />records management system. <br />D. Administers periodic records destruction in accordance with regulations and <br />consistent with business needs. <br />E. Maintains <br />F. Attends, records, and transcribes City Council and other board meetings. Prepares <br />minutes to accurately record official meeting minutes. <br />G. Coordinates and ensures ordinances, minutes, resolutions, and contracts are <br />accurately documented and records maintained. <br />H. Assists in coordinating meeting agenda preparation and distribution, including <br />monitoring, reviewing, editing, and processing staff reports and memos. <br />I. Updates the Elk River Municipal Code as ordinances are approved; assembles and <br />forwards changes to the code company for editorial review and printing. <br />Page 1 <br />