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 is part of the City Manager'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 staff.
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.
This recruitment may be used to fill multiple positions in this, or other divisions or departments. If you are interested in employment in this classification, you should apply to ensure you are considered for additional opportunities that may utilize the applicants from this recruitment.
The final candidate’s qualifications and experience shall determine the actual salary. In addition to the starting salary, employees in the Senior Executive Analyst classification shall also receive an approximate five percent (5%) ongoing non-pensionable compensation pay.
1. 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.
2. 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 José 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. Desirable competencies for this position include:
- Job Expertise: 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.
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 and/or a practical exercise.
You will be prompted to answer the following job-specific questions during the online application process. Please note that there is a 4,000-character limit, including spaces, for each text response.
Job Specific Questions:
- Please describe your 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 none, please describe your transferable experience, knowledge, skills, or abilities that would enable you to meet this required job skill.
- Please describe your experience with administering California Public Records laws (or other public records laws) as well as Sunshine ordinances. If none, please describe your transferable experience, knowledge, skills, or abilities that would enable you to meet this job requirement.
- Please describe your experience working with a diverse group of stakeholders to meet a common goal. Specifically, describe your experience, including the length of time and your specific role, the critical issues you faced and how you overcame them, and how you handled the situations when you or another stakeholder disagreed with the outcome of the group deliberation?
You must answer all Job Specific Questions 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 this position, please contact Lee Wilcox at Leland.firstname.lastname@example.org. If you have questions regarding the selection or hiring processes, please contact Anna Szabo at email@example.com. The first application review will be on September 4, 2020.