Planning and Development Services (PDS) consists of four interconnected divisions that work to ensure a safe, livable, and economically viable community. Through robust building compliance, current and long-term city planning and transportation planning, housing and community development, and collaborative administration and operations, PDS is committed to "Building Boise Together."

PDS Records & Information Specialist Sr Provides support for a variety of specialized administrative duties in the Planning and Development Services Department involving manual and digital processing and maintenance of department records and documents. Maintains City records by scanning and classifying documents. Ensures operational practices comply with Federal, State, and municipal regulations and mandates relating to records management. Provides support and training to the department to ensure staff is able to locate and utilize cataloged information. Confidentiality in dealing with sensitive information and strong initiative for records management. Work is performed under general supervision.

Maintains all Planning and Development Services (PDS) records including paper documents, digital information, and microfiche databases. Works within the records management operations including facilitating the retrieval, filing and storage of information, including quality control in accordance with best practices. Ensures all records, classification of official records, documents and other media procedures meet applicable City, State and Federal legal requirements. Catalogs, scans, and indexes all types of department documents. Performs quality checks and indexing of files, and ensures they are imaged and indexed correctly into the city’s document imaging system. Acts as a departmental resource for records retention and disposition in coordination with the City Clerk’s office. Provides first point-of-contact support for public records requests. Monitors, reviews, and analyzes public information requests and processes them according to the Idaho Public Records Act. Coordinates with City Clerk and Legal staff on complex requests. Conducts special projects as requested. Performs backup receptionist duties for the PDS Administrative staff. (85%)

Provides training to staff and the general public in the basic functions of the records center including performing quick searches over the phone and printing case summaries online. Instructs the general public on the use of PDS Online website and other research tools including microfiche machines and database systems. Creates and maintains reference material to facilitate database and hard copy research. (15%)

Performs other duties as assigned. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this position at any time. Total Percentage = 100%

Required Knowledge, Experience, And Training
Two years progressively responsible records management experience and a high school diploma or GED.

Functional knowledge of records management theories, principles, legal requirements and techniques, retention scheduling, archiving, storage, public access and destruction;; current trends in information technology pertaining to security, retention and destruction of various forms of physical or electronic records;; research and writing techniques;; general office administration, equipment and programs, including Microsoft Office suite and Adobe Acrobat Pro.

Ability to analyze record keeping systems and identify issues and area of improvement;; make decisions in new situations in accordance with rules, regulations and policies;; establish workload priorities; prioritize based upon such factors as the need for immediate action, work objectives, work schedules and knowledge of future needs;; take and transcribe dictation and/or type accurately at a speed necessary to meet the requirements of the position;; read and comprehend complex legal, regulatory, procedural and/or policy material;; resolve customer or citizen complaints in accordance with established policies and regulations;; use proper business/telephone etiquette;; interpret rules, regulations and policies and make decisions based upon them;; develop and implement clerical procedures from general instructions;; display an attitude of cooperation and work harmoniously with all levels of City employees, the general public and other organizations;; communicate effectively in the English language at a level necessary for efficient job performance;; complete assignments in a timely fashion;; understand and comply with all rules, policies and regulations;; maintain regular attendance;; perform all essential and marginal functions as assigned by an authorized employee, supervisor and/or manager with or without a reasonable accommodation.

Ability to operate a computer with demonstrated proficiency using a contemporary and related database, word processing and spreadsheet software applications at an appropriate level for efficient job performance;; extensively use a database for data input and research;; independently investigate and resolve assigned problems;; determine data requirements to organize and compile information from various sources into concise reporting format.

Individuals must be capable of operating vehicles safely and have an acceptable driving record.

Preferred Knowledge, Experience, And Training
Four years experience in document imaging and administrative support, preferably in a public agency or governmental setting. Advanced knowledge of OnBase/Hyland imaging software, Accela Advantage software, microfiche machines, MS Office Suite and Adobe Acrobat Pro,

Working knowledge of governmental records retention and public information laws and regulations;; operation and use of electronic imaging systems;; basic research and analysis principles and practices. Ability to recommend, develop and document processes.

Knowledge of public records requirements and local, state and federal record keeping laws, rules, and regulations.

Licensing And Other Requirements

Valid state-issued driver's license

The physical effort characteristics and working environment described here are representative of those an employee encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Efforts
While performing the duties of this job the employee is occasionally lifting/carrying up to 10 pounds and rarely lifting/carrying up to 35 pounds. Also, the employee is rarely pushing/pulling up to 50 pounds. Work includes sensory ability to talk, hear, smell and touch. Work in this position also includes close vision, distance vision, peripheral vision and depth perception. Employees will sit, stand, walk, stoop, kneel, crouch, crawl, reach and grasp. Position requires hand/finger dexterity.Additional physical efforts include: need to be able to stand and/or scan for extended periods of time..

Working Environment
The work environment will include inside conditions, areas of dust, odors, mist and gases or other airborne matter. Employees will also drive a vehicle as part of this position.

Top talent deserves top-notch benefits. The City is among the best in the Treasure Valley when it comes to the benefits and perks we offer our employees.

Most positions are eligible for the general benefits listed here; firefighters, police officers, senior managers, command staff, and directors may be offered other benefit plans.

Healthcare- ZERO premium medical coverage for you and your family:

• Low-cost dental and vision options.
• Post-employment health savings account.

• PERSI retirement benefits
• 401(k) or 457b pre-tax investment options with employer match.
• 457b Roth after-tax investment options with no match

• Up to $500 cash per year for participants.
• Alternative transportation incentives.

• 8 hours of vacation per month, and this increases the longer you stay with the City
• 11 paid holidays every year
• 8 hours of sick leave per month
• Six weeks Parental Leave

• Basic Life insurance at no cost to you
• Long Term Disability insurance at no cost to you

• Pre-tax Flexible Spending Accounts
• Supplemental Life Insurance
• Supplemental Disability Insurance
• Tuition reimbursement
• Free local bus pass
• Corporate discount programs
• AFLAC
• Employee Assistance Program for short-term counseling on work, family, finances, and personal issues.