City Of Helena · 1 day ago
Records & Data Management System Administrator
Helena, MT
Full-time
Onsite
Entry, Mid LevelThe City of Helena is an equal opportunity employer seeking a Records & Data Management System Administrator. This role is responsible for overseeing the city's data management systems, ensuring data integrity, security, and accessibility while assisting in the management of digital records and public records requests.
Facilities Services
Responsibilities
Oversee the implementation and maintenance of the city's data management systems, including M Files software, its associated integrations and affiliated software systems
Work with IT&S and within City policy to ensure data integrity, security, and accessibility across all platforms
Develop and manage workflows within the data management system to streamline processes and improve efficiency
Coordinate with IT&S and other departments to integrate new technologies for data management
Monitor system performance and troubleshoot issues to ensure optimal functionality and continuity of government operations
Conduct regular audits to ensure data accuracy and compliance with relevant regulations
Manage user accounts, permissions, and access controls in accordance with city policies
Perform regular system updates, security patches, and data backups
Ensure compliance with public records laws and retention schedules
Develop and maintain documentation for system configurations and standard operating procedures
Provide technical support and training to city staff
Install, configure, maintain, and assist with upgrades, migrations, and implementation of new digital management tools
Assist in the development of procedures and implementation for records retention and management
Assist in the scanning and digitizing of physical records, ensuring accurate and efficient conversion to digital formats
Manage the transfer of digital files into the data management system, maintaining organized and accessible records
Assist in the development and review of city policies and procedures, ensuring they comply with legal standards and best practices and in compliance with the Secretary of State guidelines
Under supervision of Clerk will help to develop workflows within the system to digitize City records management and retention system
Under direction of Clerk, assist in the development of a public interface for public records database, including webpage maintenance and design
Assist the Clerk in facilitating Public Records Requests including coordinating with City Staff for responsiveness, managing and tracking forms, and ensuring timely and accurate responses
Under the direction of the City Clerk will support the facilitation and implementation of a long-term archiving and digitizing of historic records
Assist Clerk and Deputy Clerk in organizing and updating all relevant public information materials associated with Public Meetings and their associated documentation on all relevant platforms
Assist the Deputy Clerk in website management, including updating pre-meeting information and post-meeting updates with relevant with official records and documents
Communicating with Staff to coordinate information and to maintain accuracy of records, internally and externally (i.e. rosters, agendas, minutes, a/v, work product, etc.)
Respond to public inquiries and manage the general email inbox, providing timely and accurate information
Draft and proofread office correspondence, including emails, memos, and reports
When assigned, transcribe minutes for public meetings, ensuring accuracy and completeness
Support the Deputy Clerk in general office administrative duties
Qualification
Required
Resume And Cover Letter Are Required
Associate's or Bachelor's degree in Computer Science, Information Technology, or related field (or equivalent experience)
Proficiency in modern office practices, methods, and equipment, including computer systems, scanners, and software applications
Knowledge of operating systems (Windows Server, Linux)
Understanding of networking fundamentals (IP, DNS, firewalls)
Experience with software installation and configuration
Strong troubleshooting and problem-solving skills
Excellent communication and documentation abilities
Experience with data management systems and digital record-keeping, preferably M Files software
Strong organizational and project management skills, with the ability to prioritize tasks and meet deadlines
Excellent communication skills, both oral and written, with the ability to draft clear and concise correspondence
Ability to work independently and as part of a team, demonstrating flexibility and adaptability
Knowledge of public records laws and regulations, with the ability to ensure compliance
Strong problem-solving skills, with the ability to troubleshoot system issues and implement effective solutions
Type and enter data at a speed necessary for successful job performance
Respond to inquiries and requests for information in relation to internal policy and following applicable code or statute
Perform general clerical work involving the use of independent judgment and personal initiative
Research, compile and analyze information and data
Plan and organize work to meet schedules and deadlines
Communicate clearly and concisely, both orally and in writing
Ability to learn, interpret, and apply the policies, procedures, laws, codes, regulations pertaining to assigned programs and functions
Ability to remain flexible in workload priorities
Ability to work as a team on large scale projects and to cross train in other duties to act as an alternate when needed in a small staff environment
Preferred
Data Management System: Experience with digital management platforms (e.g., M-Files, SharePoint, OpenText, Laserfiche)
Database Management: SQL databases for storing and managing data
Web Technologies: HTML, CSS, JavaScript for developing and maintaining public interfaces and webpages
Cloud Services: Microsoft Azure or AWS for cloud-based storage and services
Security Tools: Tools for data encryption, access control, and regular security audits
Knowledge of scripting languages (PowerShell, Bash)
Certifications such as CompTIA A+
Company
City Of Helena
Clancy, Montana
51-200 employeesFunding
Current Stage
Growth StageCompany data provided by crunchbase