The City of San José is looking for a highly motivated individual to administer a uniform Citywide Open Government and Records Management Program. This position will work out of the City Manage's Office, in consultation and collaboration with the City Clerk's Office, City Attorney's Office and the Information Technology Department, to ensure a consistent and effective program applicable to all City departments, Council appointees, elected officials, and their staffs.
Responsibilities of the Open Government Manager include:
- Create and maintain policies and procedures related to the City's Open Government and Records Management programs.
- Make recommendations and revise Open Government and Records Management policies and practices as needed based on professional best practices, legal and legislative issues, and technology tools and trends.
- Monitor and report to the City Administration and City Council regarding adherence to the City’s policies concerning records and open government.
- Provide training to the staffs of City departments, Council appointees, and elected officials to support a consistent Citywide approach to the storage and retrieval of inactive records, records retention and destruction (including paper and electronic records), and the timely release of public records in accordance with legal and policy requirements.
- Maintain an effective network of departmental Public Records Coordinators and Records Administrators to ensure consistent standards for customer service and compliance with the City’s Sunshine policies and California laws.
- Assist City departments, appointees, and elected officials to develop, implement, and revise, as necessary, records retention and management programs in accordance with City policy.
- Provide technical oversight of the City Records Storage Center, including destruction of obsolete records.
- Coordinate cross-department responses to California Public Records Act requests received by the City, assist with the appropriate review and delivery of City records and information to the public and news media, and respond to and assist requestors regarding particularly sensitive or complex requests.
- In conjunction with the City Attorney's Office and the Information Technology Department, develop, and revise as needed, procedures for e-discovery and other electronic records issues.
- Work with the Information Technology Department and other City departments as appropriate to provide and maintain methodologies for the indexing, storing, and accessing of records and information.
- Consult with federal, state, county, and other governmental agencies on open government public records, and information management issues, regulations, technology, and trends.
- Education: completion of a Bachelor's Degree from an accredited college or university in public administration, business administration or related field. A Master's Degree is preferred, and can be substituted for a portion of the required experience.
- Experience: Four (4) years of full-time, professional level analytic and/or administrative experience.
- Employment Eligibility: Federal law requires all employees to provide verification of their eligibility to work in this country. Please be informed that the City of San Jose will NOT sponsor, represent or sign any documents related to visa applications/transfers for H1-B or any other type of visa which requires an employer application.
The ideal candidate will possess the following competencies, as demonstrated in past and current employment history.
- Knowledge of and experience with applicable professional/technical principles and practices, Citywide and departmental procedures/policies and federal and state rules and regulations.
- Analytical Thinking: approaches a situation or problem by defining the problem or issue; identifies a set of features, parameters, or considerations to take into account, collects and analyzes data, uses logic and intuition to arrive at conclusions and recommendations.
- Communication Skills: communicates and listens effectively and responds in a timely, effective, positive and respectful manner; written reports and correspondence are accurate, complete, current; well-organized, legible, concise, neat, and in proper grammatical form.
- Customer Service: approaches problem-solving by focusing on customers first; advocates for customer results point of view; demonstrates the ability to anticipate customers' needs and deliver services effectively and efficiently in a timely, accurate, respectful and friendly manner.
- Leadership: leads by example; serves as appropriate role model; demonstrates high ethical standards; remains visible and approachable and interacts with others on a regular basis; promotes a cooperative work environment.
- Maintaining Personal Credibility/Meeting Ethical Standards: when confronted with ethical dilemmas, acts in a way that reflects relevant law, policy and procedures, agency values, and personal values.
- Multi-Tasking: can handle multiple projects and responsibilities simultaneously; has handled a wide variety of assignments in past and/or current position(s). Ability to remain calm and focused during periods where challenging requests or customers’ priorities conflict with other, as important, priorities.
- Must have knowledge about or a desire to explore and learn about the greater Citywide operations to understand where different types of records may be managed.
- Political Skill: in taking action, demonstrates an understanding and consideration of how it will impact stakeholders and affected areas in the organization.
- Project Management: ensures support for projects and implements agency goals and strategic objectives.
The selection process will consist of an evaluation of the applicant's training and experience based on the application and responses to the Job Specific Questions. Only the candidates whose backgrounds best match the position will be invited to proceed in the selection process. Additional phases of the selection process will consist of one or more interviews.
You will be prompted to answer the following job-specific questions during the online application process:
- Do you possess a Bachelor’s Degree (or higher) in Public Administration, Government or Business Administration or a closely related field from an accredited college or university? Please specify degree and major.
- Do you have experience in records and information management including the development and management of policies and procedures for indexing, storing, and accessing of electronic and paper records? If so, please describe.
- Do you have experience with administering California Public Records laws (or other public records laws) as well as Sunshine ordinances? If so, please describe.
- Do you have experience using or implementing “e-discovery” or other electronic records technology? If so, please describe.
- Do you have experience in the field of “open government,” especially regarding the establishment of a transparent governmental organization and the maintenance of an organizational culture? If so, please describe.
- Do you possess certification as a Records Manager? If yes, please cite the issuing authority.
You may answer these questions directly in the on-line application system or on a separate document and then cut and paste your answers into the appropriate spaces when prompted.
You must answer all job-specific questions in order to be considered for this vacancy or your application will be deemed incomplete and withheld from further consideration.
If you have questions about the duties of these positions, the selection or hiring processes, please contact Allison Suggs at (408) 535-8157 or by email at Allison.Suggs@sanjoseca.gov.