<p>General Description</p> <p>About the Role</p> <p>The City is seeking a skilled professional to lead our records management and public records programs, ensuring full compliance with federal and state laws as well as City policies. This role plays a key part in shaping how information is organized, protected, and accessed across the organization. In addition to overseeing records management, this position takes on advanced project management responsibilities, supporting or leading complex, enterprise-wide information systems initiatives. The work requires strong judgment, discretion, and technical expertise to successfully implement, manage, and evaluate both records programs and IT projects. You'll provide significant technical and project leadership, often coordinating and motivating cross-departmental teams or guiding the City's records management professionals. While you'll work under the general supervision of the IT Director, you'll have substantial independence in achieving established goals and driving meaningful improvements.</p> <p>This position is regularly scheduled for 38.75 hours per week. Regular work hours are 7:30 am to 4:00 pm, Monday through Friday. Hours are flexible within the work week.</p> <p>Employees may be eligible for loan forgiveness through thePublic Service Loan Forgiveness Program.</p> <p>Black, Indigenous, people of color, women, trans, nonbinary, and individuals with disabilities are encouraged to apply. We value the unique blend of lived experiences and diverse perspectives that comes from non-traditional education pathways and the variety of transferrable skills each candidate brings to the table. We value diversity, equity, inclusion, and belonging. Even if every item on the job posting doesn't match your experience perfectly, we encourage you to apply and share how your skills and experience can best serve our community.</p> <p>Examples of Duties and Responsibilities</p> <p>Project Management</p> <ul> <li>Oversee third-party software implementations: Identify and evaluate products, define requirements, participate in RFP process and contract negotiations, create project plans, and facilitate the management of projects. </li><li>Proactively manage project-related issues, with particular emphasis on those that may affect the scope, schedule, and/or budget and devise contingency plans. </li><li>Identify and resolve issues and conflicts within project teams. </li><li>Develop and produce system documentation, instructional and procedural manuals. </li><li>Provide education for department staff and customers by way of in-person discussions and written documentation. </li></ul> <p>Manage the City's Records Management and eDiscovery Programs</p> <ul> <li>Manage the Records Management program for the City of Madison. Ensure compliance with public records laws, Madison General Ordinance (MGO) 3.70 and Administrative Procedure Memorandum (APM) 3-6. Recommend updates to the ordinance and APM as needed. </li><li>Manage the City of Madison General Records Retention Schedule. Assist City agencies with determining appropriate retention/dispositions for records and process Record Disposition Authorization requests through the Public Records Board (PRB). </li><li>Manage the annual/semi-annual destruction/transfer cycle for physical records for all agencies. </li><li>Provide leadership to the City's Records Custodians and Coordinators. </li><li>Manage eDiscovery and public records requests for email for City agencies. </li><li>Act as Records Custodian for Information Technology. </li></ul> <p>Support Automated Management Information Systems</p> <ul> <li>Develop and implement automated systems, major system components, support systems, and programs, as assigned. </li><li>Administer systems upon completion of project implementation. </li><li>Provide records-related expertise to all technology acquisitions. </li></ul> <p>Internal Administrative Tasks</p> <ul> <li>Train and stay current on industry standard technologies as needed. </li><li>Attend team meetings. </li><li>Maintain records, prepare status reports, and document communications </li><li>Develop and deliver progress reports, proposals, requirements documentation, and presentations. </li><li>Include racial equity and social justice considerations in projects and initiatives. </li></ul> <p>Oversee Continuity-of-Operations Plans Related to City Data and Records</p> <ul> <li>Support the continuity of City technology operations in the event of a disaster. </li><li>Develop and maintain plans for the restoration of the City's physical records in the event of disaster or damage. </li></ul> <p>Perform other related work as required</p> <p>Minimum Qualifications</p> <ul> <li>Four (4) or more years of experience applying: </li><li>Project management concepts and practices. </li><li>Public records management and eDiscovery methods, policies, and legal requirements. </li></ul> <p>Other combinations of training and/or experience which can be demonstrated to result in the possession of the knowledge, skills, and abilities necessary to perform the duties of these positions will also be considered.</p> <p>The City of Madison strives to provide exceptional customer service to all its residents and visitors. Therefore, successful candidates will have demonstrated ability to effectively work with multicultural communities.</p> <p>For a complete list of the Knowledge, Skills, and Abilities, please see theclass specification.</p> <p>Special Requirements</p> <ul> <li> <p>Technical expertise or assistance for program-related software systems/applications is preferred but not required.</p> </li><li> <p>Certification as a Certified Records Analyst (CRA) or Certified Records Manager (CRM) is preferred but not required.</p> </li></ul> <p>Physical Requirements:</p> <p>Work is generally performed in an office environment, using standard office equipment, such as a computer, telephone, copier, etc.</p> <ul> <li>Payroll title for this position is IT Project and Records Management Coordinator </li></ul>