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**Communication for this position will be through email. You will receive an email shortly after you complete your application. If you do not receive this email, check your spam/junk folder. If the email is there, mark it as not spam (or however this works through your email provider) so that you can stay informed as we go through the hiring process. Emails provided by and hidden through Indeed will not work with our system and you will not receive responses. Please apply with your normal email address.**The City of Elk River is seeking candidates for a full-time Records Specialist position. The Records Specialist coordinates and administers the records management of public records for the city in accordance with various laws.The normal work schedule is Monday through Friday, 8:00 am to 4:30 pm. Summer hours are Monday through Thursday 7:30 am to 5:00 pm and Friday 7:30 am to noon. The City provides a competitive benefits package, including medical, dental, life, STD/LTD insurances, flex spending plan, Public Sector Loan Forgiveness Program (PSLF), generous leave plans, including ESST, free Employee Assistance Plan (EAP) service, Pension through the MN Public Employees Retirement Association (PERA), and more for qualified employees.If you require accommodation with the application process, call 763.635.1000 and ask for HR.The City of Elk River is an Equal Opportunity Employer.Important Facts about Information on your Employment Application City of Elk River-Records Specialist-Position DescriptionDepartment: Administration/Administrative ServicesImmediate Supervisor: City ClerkPay Grade: 5NFLSA Status: Non-ExemptLast Updated: 7/2025Position SummaryThe Records Specialists coordinates and administers the records management of public records for the city in accordance with various laws.Essential FunctionsMaintains regulatory compliance. Analyzes records management practices and recommends, develops, and implements policies and processes to ensure efficient and accurate records storage, retrieval, retention, destruction, and adherence to applicable laws.Provides technical assistance to staff responding to data requests, including conducting searches of electronic records and preparing data for review. Manages records storage structure.Works with directors/managers to meet the records business needs of the departments.Develops and maintains a structure of Meta data to support records retention, digitization, and management.Develops and maintains standard scanning and storage templates for each record type.Develops and maintains business processes and procedures for inventory and archiving of existing digital records and storage of new records.Serves as the primary support contact for Laserfiche. Provides staff assistance, training, and troubleshooting. Monitors system use and identifies potential new uses for Laserfiche. Performs records administration activities.Provides follow-up to customer and staff inquiries.Coordinates and conducts document scanning/imaging, data entry, file logging, distribution, storage, retrieval, and destruction.Coordinates archive paper records conversion projects and teams until all paper records and archives are inventoried, scanned, digitized, and incorporated in the records management system.Administers periodic records destruction in accordance with regulations and consistent with business needs.Maintains security, confidentiality, and integrity of the city's records and information.Attends, records, and transcribes City Council and other board meetings. Prepares minutes to accurately record official meeting actions.Coordinates and ensures ordinances, minutes, resolutions, and contracts are accurately documented and records are maintained.Assists in coordinating meeting agenda preparation and distribution, including monitoring, reviewing, editing, and processing staff reports and memos.Facilitates advisory boards. Updates rosters, tracks attendance, recruits, and assists staff liaisons with legal requirements, such as the Minnesota Open Meeting Law.Assists with coordinating special events such as the Annual Volunteer Dinner.Updates the Elk River Municipal Code as ordinances are approved; assembles and forwards changes to the code company for editorial review and printing. 4. Performs record management training activities.Prepares training material for regulatory requirements, best management practices, business processes and procedures, and operation of the electronic records management system.Conducts new employee and recurring employee training. 5. Collaborates and assists with internal employee communication.Identifies and utilizes opportunities to promote employee engagement and helps foster a positive workplace culture.Maintains the municipalities' internal communication tools, such as the employee intranet, ensuring they remain up to date.Ensures city staff are aware of the city's goals, projects, and developments 6. Serves as backup receptionist.Coordinates schedules and relieves receptionist to ensure coverage during work breaks; works shifts at the reception desk in the absence of the receptionist.Politely receives and appropriately routes or responds to requests for information.Politely receives and refers visitors to appropriate staff.Processes incoming and outgoing mail.Issues compost cards. 7. Performs election activities.Assists the city clerk in operations of special, primary and general elections.Performs activities including development of manual, assistance to candidates, maintaining elections calendar, and ensuring legal requirements are met.Manages absentee and early voting.Oversees polling place administration including site inspections, setup, and equipment testing.Coordinates election day tasks as needed.Responds to public inquiries regarding elections. 8. Performs other essential job duties. Regular and timely work attendance. Follows all safety procedures and participates in safety training.Required Knowledge, Skills, and AbilitiesKnowledge of the English language including excellent spelling and grammar.Knowledge of methods and techniques of records and information management programs and systems.Knowledge of archival issues and trends.Skilled in establishing and maintaining effective working relationships with diverse groups.Skilled in computer use or various other software programs, including Laserfiche (or similar), Microsoft Office Suite, or other related programs.Skilled at creating and maintaining data and informational databases, meta-data extraction, taxonomy, and file maintenance.Ability to maintain confidentiality.Ability to organize daily work, set priorities, and work independently.Ability to understand state and federal laws, statutes, and regulations pertaining to records management, including the MN Government Data Practices Act.Minimum QualificationsFormal training or two (2) years of work experience in Records Management, Library Science, Project Management, Information Science, or other related field.Two (2) years of work experience with Enterprise Content Management Systems.Valid driver's license and good driving record.Preferred QualificationsExperience in Library/Archives/Records and information sciences.Experience with municipal government records management.Knowledge of Laserfiche.Physical RequirementOccasionallyDailyStanding or WalkingXSittingXBending of StoopingXCrouching or KneelingXPushing/PullingXRepetitive MovementsXTwisting/TurningXLifting Objects Above ShoulderXLifting Objects Waist to ShoulderXLifting Objects Knee to WaistXLifting Objects Floor to KneeXCarrying ObjectsXWorking at HeightsBalancingExposure to NoiseOperation of Telephone/RadioXComputer/Typewriter OperationXRequires Good HearingXThis Position Description is not intended to be all-inclusive. It is within the City of Elk River's discretion to assign additional duties and responsibilities or remove duties and responsibilities at any time.This Position Description does not constitute a Contract of Employment.Application Deadline: Monday, August 4, 2025, no later than 11:59 PM Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.
