Records Specialist – Billings

SALARY: See Position Details

DEPARTMENT: City Administration

DIVISION: City Clerk

 OPENING DATE: 4-11-2024

 CLOSING DATE: Open Until Filled


 Salary Range: $25.0772 – $27.6443/hour. Salary reflects Step 1 and Step 3 of a 7-step pay scale. Salary at hiring will be dependent upon the applicant’s education, experience, and training.

Work Schedule: Monday through Friday, 8:00 a.m. – 5:00 p.m.

Job Summary:

Under direct supervision, assists in the development, implementation, protection and management of official records, legislative documentation, and other public documents for the City.

Scope of Responsibility:

Incumbent has a very high degree of understanding of department and functional operations and can work with considerable initiative. Incumbent demonstrates administrative expertise in modern records management techniques and filing structures in a digital work environment. Incumbent is patient, meticulous, capable of prioritizing, good problem-solver, demonstrates analytical and administrative skills. Incumbent is highly organized and can communicate and influence colleagues to correctly use established systems. Work product has noticeable impact on departmental operations city-wide. Incumbent must have the ability to exercise discretion regarding confidential matters.

Essential Duties and Responsibilities:

Department Operations and Administrative Activities

  • Assists in the development and implementation of goals, objectives, policies, and priorities to create a well-defined, systematic digitization and automation process to create a fully digital records database, utilizing modern industry standards in the field of municipal government records.
  • Incorporates records management requirements into the City’s information technology plan.
  • Assists with and coordinates city-wide records management training plans, work plans, and programmatic areas of responsibility and provides guidance and support to all departments’ staff concerning records management.
  • Attends and participates in a Records Committee and other internal professional group meetings, as assigned. Establishes and maintains effective working relationships with Records Committee members, administrative staff, supervisors, and other department heads to assist with the city-wide records management program.
  • Applies officially adopted records retention schedules in compliance with procedures prescribed the Montana Secretary of State and the Local Government Records Committee, to organize, store, track, maintain and protect the City’s information database of official, vital records held in the City Clerk’s office, as well as other departments.
  • Participates in the development and maintenance of a records disaster recovery plan.
  • Participates in managing the changeover from paper to electronic records management systems and maintenance of a migration plan.
  • Accurately identifies and applies metadata fields for easily retrievable and accessible City records for the public and staff and maintains and updates methods of classification.
  • Responds to internal and external information inquiries.
  • Applies best practices for legal holds processing of records and e-discovery and assist with discovery event activities.
  • Assists with analyzing records inventories and audits of departmental records to minimize duplication of records.
  • Ensures compliance with relevant laws and regulations.
  • Assists with quality control inspections, and disposition determinations.
  • Identifies resource needs and provides recommendations to implement records management policies and procedures.
  • Continuously monitors and evaluates the efficiency and effectiveness of records keeping methods and procedures and provides recommendations to improve workflow and procedures.
  • Operates modern office machines and equipment, including printers, copiers, and scanners and computers utilizing a full range of software programs for word processing, spreadsheet, database, presentation and indexing, and document imaging applications.
  • Attends training seminars and workshops related to achieving and maintaining Records and Information Management (RIM) certification and obtain a working knowledge of current legislation regarding data protection and freedom of information.
  • Ensures memory and heritage.

Performs other duties as assigned.

Required Qualifications and Skills:

  • Associate’s degree in records management, business administration, public administration, secretarial science, or a related field
  • Three (3) years’ experience in Records and Information Management (RIM)


  • Five (5) years’ experience in Records and Information Management (RIM)


  • Possession of Association of Records Managers and Administrators (ARMA) or Institute of Certified Record Managers (ICRM) Records and Information Management certification or must be obtained within three (3) years of employment

Physical Demands & Working Conditions:

Work is in a normal office environment. Working conditions require significant physical effort moving between 25 and 60 pounds, where effort is intermittent and less than 15% of the time. Working conditions require high attention to detail and deadlines frequently between 45% and 70% of the time.

Some requirements in this job description may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.  All requirements are subject to modification to reasonably accommodate individuals with disabilities.

Requirements are representative of minimum levels of knowledge, skills, and experience required. To perform this job successfully, the worker must possess the abilities and aptitudes to perform each duty proficiently.

This document does not create an employment contract, implied or otherwise. The City retains the discretion to add duties or change the duties of this position at any time.


210 North 27th Street

Billings, MT 59101


[email protected]

Position #202300069


Derrek Shepherd
Author: Derrek Shepherd