Job Description

Statement of Duties:

Under the supervision of the City Archivist and City Clerk the Electronic Records Program Manager will assist in the implementation of an enterprise-wide electronic records management software, integrate Microsoft365 records management features into the electronic records management program as well as oversee the ongoing operation of ingesting, classifying, and deaccessioning of electronic records. The person assigned to this role will assist city departments and divisions in organizing electronic records, identifying records vs. non-records, applying records retention schedules to electronic records, advising on possible digitization projects, and digitalization of processes, advising on file naming conventions and creating file structures for records. Following the citywide implementation of the Electronic Records Management System, the Electronic Records Program Manager will oversee uploads of ongoing records, updating and maintaining Electronic Records handling guidelines, monitoring the transfer of records required for compliance with records law, and continuous training, process documentation, and management to ensure the smooth functioning of electronic records use and management citywide.

Essential Functions:

The essential functions or duties listed below are intended only as illustrations of the various type of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

• Serve as liaison between the Archives Division and City Departments and Divisions and Electronic Records Management Software Vendor.
• Communicate Archives goals and processes regarding electronic records.
• Examine and appraise materials and determine or validate applicable records retention schedule and identify non-record material.
• Provide guidance on file naming conventions and file structures.
• Establish procedures for transferring storing, tracking, and destroying records following state guidelines.
• Assist departments with clean-up activities, including triage, categorization, and appropriate storage or disposition of content.
• Monitor transfer of records to ensure that permanent records are transferred to the archives.
• Stay abreast of software features, and implement new procedures as needed including records management features within the Microsoft365 environment.
• Manage interns or part time staff to support electronic records activities.
• Communicate across varying levels of technical ability.

Recommended Minimum Qualifications:

Education and Experience

Bachelor’s Degree, and three (3) years’ relevant experience; or any equivalent combination of education, training and experience which provides the required knowledge, skills and abilities to perform the essential functions of the job.

Knowledge, Abilities and Skill

Knowledge: Working knowledge of municipal operations. Working knowledge in handling and analysis of administrative data practices and techniques; working knowledge of office software including word processing, access and spread sheet applications. Information Governance in Microsoft SharePoint and Teams; Records Management Experience; Familiarity with Records Management Software; Familiarity with Public Records Laws; Familiarity working with Retention Schedules.

Ability: Ability to work independently in an efficient manner; ability to communicate effectively in written and oral form; ability to establish and maintain complex record keeping and accounting systems; ability to manage multiple tasks in an efficient manner; ability to carry out assignments to completion in an efficient and accurate manner. Ability to develop excellent facilitation and public speaking skills.

Skill: Skill in operating personal computers and applicable word processing and spread sheet applications; excellent interpersonal skills; time management skills, self-motivational skills and organizational skills are very important. Excellent written and public speaking communication skills.

Work Environment

The work environment involves everyday discomforts typical of offices, with occasional exposure to outside elements. Noise or physical surroundings may be distracting, but conditions are generally not unpleasant. Employee may be required to work beyond normal business hours in response to attend evening meetings or complete work assignments.

Physical and Mental Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the position’s essential functions.

Physical Skills

Minimal physical demands are required to perform the work. Work effort principally involves sitting to perform work tasks, with intermittent periods of stooping, walking, and standing. There may also be some occasional lifting of objects such as office equipment or photocopy paper (up to 30lbs.).

Motor Skills

Duties are largely mental rather than physical, but the job may occasionally require minimal motor skills for activities such as moving objects, operating a telephone, personal computer and/or most other office equipment including word processing, filing and sorting of papers.

Visual Skills
Visual demands require constantly reading documents for general understanding and analytical purposes.

Hours: Full-Time
Salary: $71,765.25 annualized + benefits
Union: Non-Union
FLMA: Exempt
Date Posted: August 30th, 2024

City of Somerville residents are especially encouraged to apply.

The City of Somerville is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, sex, religion, age, national origin, disability or any other protected category. Women, minorities, veterans, and persons with disabilities are encouraged to apply.

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. Persons with disabilities who need auxiliary aids and services for effective communication (i.e., CART, ASL), written materials in alternative formats, or reasonable modifications in policies and procedures in order to access the programs, activities, and meetings of the City of Somerville should please contact Adrienne Pomeroy at 617-625-6600 x 2059 or apomeroy@somervillema.gov.

Pre-Employment Requirements for All Employees:

• MA Criminal Offender Record Information (CORI) clearance
• Completition of Conflict-of-Interest Law Education training for municipal employees

Overview of Total Rewards:

• 4 weeks annual vacation (for non-union positions) union positions vary by contract
• Medical insurance through the Group Insurance Commission (GIC) - 80% of premium costs paid by City
• Dental coverage low and high plans through Cigna
• Vision care through Vision Service Plan (VSP)
• Long term disability through Sun Life
• Group and voluntary life insurance through Boston Mutual
• Health Care and Dependent Care flexible spending through Benefit Strategies
• Deferred compensation plans through a choice of three vendors
• Free, confidential services through the Employee Assistance Program (EAP) provided by E4Health
• Annual cancer screening & wellness release
• Tuition reimbursement
• MBTA pass program
• FREE Blue Bikes membership
• Eligible employer for the Public Service Loan Forgiveness Program (PSLF)

Benefits listed are for benefits-eligible positions and the above information is meant to be a general overview of the benefit programs offered by the City of Somerville and not a binding contract.

Job Tags

Permanent employment, Full time, Contract work, Part time, Flexible hours, Afternoon shift,

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