Records/FOIA Manager

Job Description

Position Overview :

The City Manager’s Office is seeking an experienced professional to manage and administer City-wide Freedom of Information Act (FOIA) and Records Management programs.

The position serves as both the City’s FOIA Officer and Records Officer, responds to the majority of FOIA requests received by the City, and is responsible for managing all requirements, policies, technology, and training used to operate and support these programs.

The successful candidate should be adept in technology, work within legal and policy guidelines, be a critical thinker, be resourceful, and be able to maintain confidential information.

The City seeks a proactive individual with a strong work ethic. The ideal candidate must possess superb organizational and communication skills, the proficiency to multi-task in a fast-paced environment, and the ability to meet short deadlines while motivating other workers to do so as well.

Competitive candidates should have the following attributes :

• Ability to develop and maintain productive professional relationships with staff and City officials.
• Ability to provide excellent customer service to both internal and external customers.
• Understanding of and familiarity with the Virginia Public Records Act and the Library of Virginia’s Records Retention Schedules.

Typical Tasks :

• Provides leadership, management, and coordination required to support and maintain an effective City-wide FOIA and Records Management program, including the implementation of policies and guidance.
• Conducts FOIA and records management training classes and prepares training materials and job aids.
• Coordinates, assists with, and responds to FOIA requests from media and from the public to include corresponding with the requestor, assigning tasks to various departments, reviewing records to determine responsiveness and exemptions, and performing redactions.
• Administers the City’s FOIA Management system, including both the customer portal and staff interface, to include configuring / changing settings, providing technical support, and adding new users.
• Performs searches of City email accounts and other electronic record databases to locate records responsive to Freedom of Information Act requests.
• Prepares, processes and reviews RM-3 Certificates of Records Destruction; assists City employees with questions about the same.
• Develops and implements records management tools, assists staff with records management issues, and coordinates with City departments and the Department of Information Technology (IT) to ensure that records are appropriately managed.
• Serves as a backup to the Assistant to the City Manager when necessary.
• Performs other related duties as assigned.

Required Qualification :

Must be able to analyze documents to determine sensitive or potentially compromising information, hold and maintain the integrity of such information, and exercise a reasonable degree of care to prevent disclosure to others.

Required Qualifications Vocational / Educational Requirement : Requires any combination of education and experience equivalent to a bachelor’s degree in accounting, library science, records management, communications, public administration or a closely related field.

Experience : In addition to satisfying the vocational / education standards, this class requires a minimum of five years of related, full-time equivalent experience including two years of Freedom of Information Act (FOIA) experience.

Records and Information Management (RIM) and legal experience preferred.

Special Certifications and Licenses : Certified Records Manager (CRM) or Information Governance Professional (IGP) certification preferred upon hire.

Certification must be obtained within three years of employment and maintained throughout tenure in position.

Special Requirements : Employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and / or City-wide emergencies.

Emergency operations support work and work locations may be outside of normal job duties. Preferred Qualifications Understanding of and familiarity with the Virginia Freedom of Information Act (FOIA) and its requirements.

Some familiarity with related legal requirements regarding records disclosure, such as the Government Data Collection and Dissemination Practices Act (GDCDPA), is preferred.