Deputy Records Commissioner

  • Full-time

Company Description

With a workforce of over 30,000 people, and opportunities in more than 1,000 different job categories, the City of Philadelphia is the fifth largest city in the United States and one of the largest employers in Southeastern Pennsylvania. As an employer, the City of Philadelphia operates through the guiding principles of service, integrity, respect, accountability, collaboration, diversity and inclusion. Through these principles, we strive to effectively deliver services, to resolve the challenges facing our city, and to make Philadelphia a place where all of our residents have the opportunity to reach their potential. 


Agency Description

The Home Rule Charter charges the City of Philadelphia Department of Records (DOR) with broad responsibility and powers to manage City records so they are maintained in an orderly and efficient way. DOR sets records management standards and procedures for all City agencies and facilitates the public’s access to City records. Similarly, it is DOR’s goal to catalog and manage information and records that support City business practices.

DOR also performs all duties of the county recorder of deeds, including recording and indexing of land records. As an agent for the Commonwealth and City Revenue Departments, DOR collects real estate transfer taxes and document recording fees. And, as the official City tax registry, the Department maintains the City's real property database and tax maps.


Job Description

Working closely with the Records Commissioner, the Deputy Commissioner is responsible for the management of institutional records and overseeing the provision of records and archive services. Responsibilities include: ensuring compliance with City of Philadelphia policies, development of long-term goals and strategies, executing departmental initiatives, and overseeing the department’s performance in delivering services directly to the public and supporting the functions of other City agencies. Operations oversight is at the core of this role, as such the Deputy Commissioner will manage the City’s response to public requests; maintain the City Archives, preserve and provide accessibility to documents of historic significance; manage the Records Storage Center, administer records schedules and procedures, storage and disposal of inactive records, and other aspects of paper and electronic records management as required.


Essential Functions

  • Manage the city’s Historical Archives and Records Storage Center, oversee warehousing services for City departments, maintain service levels within established parameters. Develop policies and procedures and uphold an environment of control.
  • Monitor legal and regulatory environments as it pertains to the City’s responsibility for records and information management to assure compliance, information security, appropriate retention/destruction and accessibility. Perform business process assessments, recommending applicable solutions to records management matters.
  • Develop and deliver records management training programs and materials including policies, procedures and standards, to various city agencies.
  • Prepare and present statistical reports of the department’s records and information management systems.
  • Provide consultation to City departments and external organizations, including professional constituencies and individuals, regarding departmental holdings and the legal, administrative and historical interests of the City of Philadelphia.
  • Provide direct supervision including: planning and evaluation of the work assigned to subordinate staff. Provide professional development and coaching to achieve an effective, seamless operation within the Archives and Records Management units.
  • Develop and implement DOR management policies, including staff policies, use and licensing terms, and policies for use of DOR facilities, such as the City Archives.
  • Work with the Office of Information Technology (OIT) and DOR vendors to develop and design workflows and software solutions to optimize service delivery to the public, increase the use of electronic record storage amongst City agencies, explore and implement the digitization of historical documents; correspondingly draft RFPs and contract documents for DOR initiatives.

Competencies, Knowledge, Skills, and Abilities

  • Exceptional communication skills that foster trust, mutual respect, and positive staff interaction to encourage the flow of information across DOR units.
  • Organizational savvy: understands how the City (or a like organization) functions; familiar with the formal processes to complete assignments and has the initiative and approachability to accomplish work through the appropriate channels.
  • Knowledge of archival and preservation concepts, methodology and techniques including archival collections management systems and databases with demonstrated experience of digital file formats and related preservation standards.
  • Ability to establish policies and procedures for the collection, classification, care, preservation, disposition and accessibility of material with historical, administrative, cultural, research or other significant value.
  • Experience with automated storage and retrieval system, electronic records, and electronic publications.
  • Experience converting analog materials to digital formats, including and understanding of metadata for digital objects.
  • Ability to develop and ensure the maintenance of finding aids using contemporary tools in accordance with national standards.
  • Knowledge of customer service standards and procedures.

Qualifications

  • Bachelor’s Degree in library science, information science, information management or related field. An advanced degree is preferred.
  • At least five (5) years of increasing professional experience, with at least three (3) years of supervisory experience, performing accessioning in an archival setting or similar document management organization that includes managing employees and handling government records.
  • A combination of education and experience equivalent to the above requirements is acceptable.
  • Certificate in Records Management, Information Systems, Archival Practices, and/or Document Imaging Architecture+ (CDIA+) desirable.
  • A background in public administration practices is helpful.

Additional Information

The DOR encourages diverse candidates to apply. More information about the Department of Records is available at www.phila.gov/records.

To apply, please submit a résumé and cover letter. Résumés will be reviewed on a rolling basis. 

A successful candidate must be a City resident within six months of hire.

The City of Philadelphia is an Equal Opportunity employer and does not permit discrimination based on race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, source of income, familial status, genetic information or domestic or sexual violence victim status. If you believe you were discriminated against, call the Philadelphia Commission on Human Relations at 215-686-4670 or send an email to pchr@ phila.gov. For more information, go to: Human Relations Website: http://www.phila.gov/humanrelations/Pages/default.aspx