Assistant Records Specialist

Overview

Under the general direction of the Senior Manager, the Assistant Records Specialist Records Management works as a member of the records management & archives (RMA) team. RMA is responsible for the effective and innovative management of all agency records, and interfaces heavily with internal staff regarding records and information management best practices, records material created/received by staff, and reference requests.

RMA staff maintain confidentiality and integrity of all records and information, and adhere to all City of Boston and BPDA policies. Daily duties include searching, retrieving, organizing, and cataloging Planning and BPDA’s physical and digital records. RMA works closely with internal staff, other departments, and members of the public with a customer service attitude.

Responsibilities

• Appropriately name and file all BPDA executed documents according to their retention schedule, execution mode, and document type.
• Coordinate deliveries to and from storage vendor Access, which can include multiple boxes to several recipients in one day.
• Works at our archival storage facility in West Roxbury at least 1x/ week to carry out priority projects (reference, processing, scanning).
• Works closely with the Board Governance & Operations Manager to produce timely and complete board records on a monthly basis.
• Works closely with Procurement, Finance, Legal, HR, and other teams to process physical records that are produced on a regular basis.
• Help train staff on records policies, tools, systems, and best practices.
• Recommends and helps implement improvements to records workflows, processes, and systems.
• Works both collaboratively and independently on processing projects, and actively works to improve intellectual control over collections in our care.
• Integrates project planning and management, process documentation, and quality control/ due diligence across all processing projects
• Maintains and performs data entry and quality assurance for electronic inventories and other datasets.
• Search BPDA inventories and records centers to identify records and plans in response to internal, external, and discovery requests for records.
• Works closely with the Agency’s Executive Secretary/Director and Public Records Specialist on obtaining files for Records Requests.
• Scans requested records and critical records for ease of use and wider digital access.
• Perform special projects as assigned.
• Perform other related duties as required.

Minimum Entrance Qualifications

• Master's degree in library science is preferred, with 1-3 years of relevant experience, which must include some archival processing. Bachelor’s Degree from an accredited institution will be accepted with 4-5 years demonstrated Records Management and Information Management experience, which must include archival processing and reference work.
• Critical thinking- Apply logic and reasoning to analyze, understand, and evaluate records and processes.
• Communication- strong written and verbal communication skills.
• Interpersonal Relationships- Develops and maintains cooperative and professional relationships with employees at all levels of management, representatives from other departments, other constituents, and members of the public.
• Computer Skills- moderate use of digital technologies for modern records management.
• Familiarity with Microsoft Office Products, AirTable, or other relational databases is required.
• Familiarity with Adobe Acrobat, DocuSign, Box, Salesforce, or other comparable digital content management systems is preferred.
• Must demonstrate knowledge of the records life cycle, with the ability to appraise records and understand their functions.
• Must have significant knowledge and experience managing electronic and paper records including physical, scanned, and born-digital records.
• Must be comfortable with the latest technology and IT functions and capable of designing and implementing electronic and paper management systems.
• Must be a self-starter and motivated to provide excellent customer service.

Work Environment:

• Works in office setting and archival facility (warehouse type environment). Frequent exposure to dust and possible exposure to mold.

Physical Requirements:

• Frequent lifting, carrying and positioning of boxes weighing 40 pounds, frequent standing, walking, climbing.
• MA driver’s license required with regular access to personal vehicle, or ability to operate city-owned vehicles.

BOSTON RESIDENCY REQUIRED

CRIMINAL RECORD CHECK REQUIRED

RMV DRIVING RECORD VERIFICATION REQUIRED

Terms:

Union/Salary/Grade: EXM/ ($59,410 - $82,870)

Hours per week: 35