Job Description

Posting Date:

7/16/24

Department:

City Clerk's Office

Job Code:

M743 (ID#977)

Sequence #:

701

Number of Hours Per Week:

37.50

Additional Work Hours Information:

Union Affiliation:

None

# of openings:

1

Type of Employment:

Regular

Civil Service Type:

None

ABOUT THE ROLE:

The Records Management and Archives Manager will work with the City Clerk, Deputy City Clerk, and other City staff to establish a framework for a Citywide Records Management Program and once established, provide briefings, training, technical consultation services, and outreach to the City’s departments, Boards and Commissions. The Records Management and Archives Manager will complete projects assigned by the City Clerk that involve both temporary and permanent records in all forms. The employee will work closely and collaboratively with the IT Department and the Historical Commission. The City Clerk and/or Deputy City Clerk will provide assignments by indicating generally what is to be done, limitations, quality and quantity expected, deadlines, and priority of assignments. The City Clerk and/or Deputy City Clerk will provide additional, specific instructions for new, difficult, or unusual assignments including suggested work methods or advice on source material available. The employee uses initiative in carrying out recurring assignments independently without specific instructions, but refers deviations, problems, and unfamiliar situations not covered by instructions to the supervisor for decision or help. The employee will also be guided by the state statutes that govern the records management function including but not limited to the Public Records Act as amended and the Cambridge Municipal Code, and the principles and practices of professional archival and administrative management, technical literature in the fields of records and information management. The incumbent applies judgment in selecting, interpreting, and adapting guidelines. Situations to which existing guidelines cannot be applied or significant proposed deviations from the guidelines are referred to the City Clerk/Deputy City Clerk.

ESSENTIAL DUTIES & RESPONSIBILITIES:

Specific duties include but are not limited to the following:

• Manage the development, implementation, and maintenance of archives- and records-management-related policies, procedures, and guidelines for records in all formats, to ensure compliance with statutory, regulatory, and internal policies and requirements.
• Assist all departments, Boards and Commissions in the coordination of the proper disposition of records consistent with the State’s Municipal Records Retention Schedule.
• Keep up with records management trends and/or changes to applicable laws and regulations
• Ensure all records management processes and policies are clearly documented, accessible, and usable by staff.
• Initiate, and direct special projects executed internally or by vendors to improve access to archives, such as digitization and format migration.
• Advise on the design and management of archival inventory, storage, preservation, and processing programs and projects.
• Provide reference and other assistance to researchers, court staff, the public and others seeking judicial records; ensure that finding aids are updated and maintained.
• Establish and maintain a high-level inventory of all permanent records in the custody of the City Clerk.
• Provide advice and guidance in records management and assists City staff and program officials in all aspects of the records management program including planning, organizing, training, and other activities involved with respect to records creation, records maintenance and use, and disposition to achieve adequate and proper documentation of the policies and transactions of City Government.
• Provide guidance, training, and where needed, hands on assistance to departmental records custodians on proper procedures and the development of plans for logical filing structures, information access, and the creation of inventories.
• Provide direct supervision to full time and part time staff including an Archivist and Intern/Coop Students.
• Perform additional duties as assigned by the City Clerk and Deputy City Clerk.

MINIMUM REQUIREMENTS:

Experience and Education:

• Master’s degree in Public Policy, Business Administration, Library Science, Archival Science, Information Management, or an advanced degree in a relevant subject area.
• Five (5) years of full-time (or the equivalent of full-time) professional-level experience in an archives or manuscript repository, library, museum, or other cultural heritage institution; at least one (1) year must have been in a supervisory capacity.
• Demonstrated commitment to making collections more accessible and meaningful to broader communities. Excellent organizational skills; excellent data processing skill in the use of personal computers and office software including word processing, database, spreadsheet, and specialized applications. Research, project planning, and attention to detail.
• Several years of experience in archives and records management, including knowledge of archival principles, practices, and standards.
• Experience in the preservation and conservation of various types of records and archival materials.
• Experience with digitizing records and managing digital archives.
• Proficiency with records management software and databases.

Knowledge, Skills, & Abilities:

• Knowledge of archival and records management principles and practices; database management; library science.
• Knowledge of records management laws, regulations, rules, policies, and procedures.
• Knowledge of principles and concepts of information governance of various phases of records and information management.
• Knowledge of complete records processes and content management framework that supports the entire life cycle of records.
• Knowledge of records management and information management technologies, word processing programs, digital imaging software, and records or content management systems.
• Ability to use relevant software and applications, particularly Excel and Access.
• Ability to handle problems and emergencies effectively; ability to communicate clearly, both orally and in writing; ability to maintain confidential information.
• Ability to maintain, manage, and organize records.
• Ability to work and interact effectively with individuals and groups with a variety of identities, cultures, backgrounds, and ideologies.
• Ability to complete work in a timely and accurate manner.
• Knowledge of archival and records management principles and practices; database
• Commitment to anti-racism, diversity, equity, and inclusion. The City of Cambridge's workforce, like the community it serves, is diverse. Applicants must have the ability to work and interact effectively with individuals and groups with a variety of identities, cultures, backgrounds, and ideologies.

PREFERRED REQUIREMENTS:

• Three years’ practical experience and demonstrated success assisting departments with their records management needs.
• Certified Archivist (CA): Certification from the Academy of Certified Archivists.
• Certified Records Manager (CRM): Certification from the Institute of Certified Records Managers.

WORK ENVIRONMENT:

Work involves examining, working with, and rehousing records, some that are in a typical office environment, others located in a vault environment and others located in a variety of poor storage conditions. Work involves sitting, walking, standing, bending, lifting boxes up to 40 pounds and climbing ladders up to 6 feet. Visual demands include constantly reading documents for general understanding and for analytical purposes. There is no eating or drinking in archival vaults where materials are being processed. Work outside of the normal duty hours may be occasionally required to participate in community outreach events.

SUMMARY OF BENEFITS:

Competitive benefits package including:

• Competitive health, dental, and vision insurance
• Vacation and Sick leave eligible
• Sick Incentive Pay Eligible
• 3 Personal days
• 14 Paid Holidays
• Management Allowance, $2700 year
• City employee transportation benefits (T-Pass reimbursement, Bluebikes membership, EZRide Shuttle)

DOCUMENTS REQUIRED:

Please upload the below documents to complete your application:

• Resume
• Cover Letter

ABOUT THE CITY OF CAMBRIDGE

The City of Cambridge is a diverse and vibrant community that 120,000 residents of different ethnic, racial, religious, U.S. nationals and other backgrounds call home. We take pride in our City’s diversity and strive to create a workplace that is reflective of the community we serve - one in which all employees can thrive. The City is also deeply committed to creating an environment in which all our employees are treated equitably and feel included. In joining our team, you would work in a workplace environment that advances and values antiracism, diversity, equity, and inclusion (ADEI), and that is committed to embedding ADEI best practices and tenets in all aspects of our work. City of Cambridge residents are especially encouraged to apply to job openings.

EQUAL OPPORTUNITY / AFFIRMATIVE ACTION

The City of Cambridge is an Affirmative Action/Equal Opportunity Employer and does not discriminate based on race, color, sex, religion, age, national origin, disability, or any other protected category. Women, minorities, veterans, members of the LGBTQ+ Community, and persons with disabilities are encouraged to apply. The City is committed to advancing a workforce culture of antiracism, diversity, equity, and inclusion. Auxiliary aids and services, written materials in alternative formats, and reasonable modifications in policies and procedures will be provided to qualified individuals with disabilities free of charge, upon request by contacting Human Resources at humanresources@cambridgema.gov.

Job Tags

Holiday work, Permanent employment, Full time, Temporary work, Part time, Internship,

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