Records Management Manager

TARGET CLOSE DATE

12/31/2024

Note: This job posting may close before, or be extended beyond, the listed Target Close Date based on the employment needs of the Merit System.

Grade 25

The pay range for the listed pay grade varies depending on the employing agency. Click HERE and then select the desired agency to view the pay range for that employer.

Records Management Managers working within the Merit System provide effective records management and support services to the jurisdiction, various departments, requesting agencies, the public and/or the Police department in a timely and efficient manner. Employees in this job class develop policies, procedures, and standards related to records management practices and conduct training seminars and workshops to educate others in the department and jurisdiction on records management systems. Other duties include tracking all records coming and going out of the facility, disposing of public records, and overseeing the bidding process in acquiring facilities and equipment. The work of a Records Management Manager is reviewed by a supervisor and is performed in accordance with records management federal, state, and local laws, ordinances and procedures. The Records Management Manager supervises other records management personnel.

TYPICAL JOB DUTIES:

• Directs and coordinates records management activities for the jurisdiction, various departments, and requesting agencies by processing incoming and outgoing record requests, resolving records management issues, and ensuring proper delivery of records.

• Ensures the proper storage of departmental records by tracking documents electronically, maintaining records management/inventory databases, communicating with storage vendors, and monitoring compliance with record management policies and procedures.

• Finalizes legal destruction of records by determining records to be destroyed, gathering the appropriate documentation and signatures, completing the official certificate for destruction and complying with records destruction procedures.

• Oversees the bid process in acquiring records management storage facilities, scanning equipment and software.

• Participates in the development of all new systems, programs, policies and procedures applicable to the Records Management department.

• Supervises staff by assigning and distributing work, directing staff in their job duties, monitoring progress of work, providing feedback and/or training.

• Prepares, monitors, and administers departmental or organizational budget by reviewing spending trends, expenditure reports, analyzing financial data and ensuring expenditures are within annual budgetary limits.

This announcement is subject to close at any time.

MINIMUM QUALIFICATIONS:

• Driver's license.

• Work experience supervising subordinates to include performance appraisal, setting goals and objectives, assigning duties to subordinates, resolving employee conflict, training subordinates, etc.

• Work experience reviewing and approving expenses in accordance with established departmental budget.

• Experience working in a position (e.g., records technician, records clerk, police records supervisor, or related) with primary responsibilities involving the storage, maintenance, and retention of departmental/organizational records to include:

• electronic tracking of physical and electronic records

• maintaining record databases

• retrieving records in response to requests (e.g., FOIA requests)

• ensuring the physical storage of records in accordance with established records management policies

• complying with municipal/state record retention policies, laws, and retention schedules

• Willing to pursue and demonstrate progress toward obtaining certification as Certified Records Manager within the first 9 months of employment.

• Willingness to obtain NCIC certification within 9 months of employment.

• Willingness to submit to a criminal background check and polygraph test as part of the pre-employment process.

PREFERRED QUALIFICATIONS:

Preferred Qualifications are examples of experience and education considered to be highly desirable by hiring agencies.

• Certified Records Manager.

• NCIC certified.

• Experience with and knowledge of law enforcement databases (e.g., ALACOP, New World, or other law enforcement systems).

• Bachelor's degree in Library Science, Business Administration, Public Administration, Records Management, Legal Studies or a related field of study from an accredited college or university.

COMPETENCIES:

• Adaptability & Flexibility.

• Computer & Technology Operations.

• Heavy Equipment & Vehicle Use.

• Leadership & Management.

• Learning & Memory.

• Mathematical & Statistical Skills.

• Oral Communication & Comprehension.

• Planning & Organizing.

• Problem Solving & Decision Making.

• Professionalism & Integrity.

• Researching & Referencing.

• Reviewing, Inspecting & Auditing.

• Self-Management & Initiative.

• Teamwork & Interpersonal.

• Technical & Job-Specific Knowledge.

• Technical Skills.

• Training & Facilitation.

• Written Communication & Comprehension.

CRITICAL KNOWLEDGES:

• Knowledge of bid laws and regulations for non-profit organizations.

• Knowledge of federal, state, and local laws and regulations for governmental bidding activities.

• Knowledge of procedures and processes for preparing request for proposals (RFPs) and reviewing submitted bid proposals.

• Knowledge of applicable local, state and federal laws, rules and regulations for dealing with confidential case material.

• Knowledge of budgetary principles and procedures, and encumbrances/expenditures such as revenues, expenditures, and appropriations involved in establishing and maintaining budgets.

• Knowledge of legal requirements for record retention, such as freedom of information requests, community right-to-know laws and operational procedures of the organization.

• Knowledge of modern scanning and electronic imaging methods.

• Knowledge of the fundamentals of Records Management software programs including People Admin, Lawson, Sigma and other comparable software.

WORK ENVIRONMENT:

Work is conducted almost exclusively indoors in an office, Police department and/or warehouse setting. Work involves use of standard office equipment, such as computer, phone, copier, etc.

PHYSICAL DEMANDS:

Job involves physical exertion required for sustained periods of light physical activity such as walking, standing, or bending. May involve regular lifting of items or objects weighing up to 50 lbs.

DISCLAIMER: This job description is not meant to be an all-inclusive list of the job duties, responsibilities, or skills and abilities required to do the job and may be changed at the discretion of the Personnel Board at any time.

SPECIAL ACCOMMODATIONS

Persons requiring special conditions to accommodate a disability when completing the application should contact the Personnel Board at 205-279-3500, Option 1, prior to the target close date.

AN EQUAL OPPORTUNITY EMPLOYER

The Personnel Board of Jefferson County (Personnel Board) provides a public personnel system based on merit principles. The Personnel Board strives for the constant improvement of the public service by employing and developing the best-qualified persons available. The Personnel Board provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, sex, creed, religion, political beliefs, national origin, age, disability, veteran status, sexual orientation, gender identity or expression, or genetics.

Employment decisions are made by the Merit System agency where the position exists. Each Merit System agency administers its own equal employment opportunity programs in compliance with applicable state and/or federal laws and regulations.

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