TRC - Records Information Management - Records Management Supervisor

RECORDS MANAGER

RESPONSIBLE TO:

FUNCTION:Coordinates the implementation of Records and Information Management Policy and Procedures across The Resource Center and affiliated programs and services. Serves as Records Management Administrator for the Laserfiche electronic document management system (EDMS). Supports access and/or the migration of information stored on legacy record storage applications. In collaboration with the Executive, establishes and maintains the archival database and resources for the preservation of archival materials documenting the mission of The Resource Center.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:Must be detail-oriented and possess excellent organizational skills with ability to manage multiple assignments. Demonstrated proficiency in personal computer programs including: Excel, Word, Power Point, and Access. Experience in electronic document management software and file management. Good verbal and written communication skills, including the ability to develop detailed written procedures and communicate effectively with others throughout the organization. Good supervisory and teamwork skills. Physical condition or reasonable accommodation(s) commensurate with the demands of the job, including the ability to lift. MINIMUM QUALIFICATIONS: Bachelors degree plus one (1) year of experience in records management preferred; OR an Associates degree in secretarial science, business administration or related field plus three (3) years of related experience in records management. Supervisory experience strongly preferred. Valid driver’s license and use of a personal vehicle and car insurance preferred.

SPECIFIC DUTIES: ADMINISTRATIVE:

1. In conjunction with Directors and Managers facilitates the development, review and revision of record retention schedules.
2. In conjunction with Directors and Managers coordinates and schedules processes related to the transfer of agency records to EDMS storage, inactive off-site storage, or confidential destruction.
3. Coordinates the annual destruction of records in off-site storage.
4. Maintains documentation of all records transferred to off-site storage and disposition including Certificates of Destruction.
5. Monitors off-site record storage activity to ensure timely input, update, and return of records.
6. Utilizes the Laserfiche Administrative Console to manage User Accounts, establish groups, and informs IT to assign rights to ensure appropriate access and security of electronic records.
7. Utilizes the Laserfiche Administrative Console to implement and maintain retention schedules and informs IT of metadata for file templates to establish folder structure for electronic records management.
8. Establishes detailed written procedures to ensure the integrity of records: transferred to EDMS storage; accessed through legacy record storage applications; placed in inactive off-site storage; and/or meeting retention for secure confidential destruction.
9. Ensures the quality of electronically scanned documents in Laserfiche, and the accuracy of documentation related to record storage and destruction.
10. Serves as the Records Management liaison with Laserfiche Customer Support Services.
11. Serves as a resource to provide training and support to departmental staff assigned the responsibility of records management.
12. Communicates with department representatives to review organization of files and complete project specifications and set-up for records to be transferred to EDMS storage.
13. 1Assists departments with set up and/or completion of File Control spreadsheets for off-site storage of inactive records.
14. Posts current and pending project status, maintains spreadsheet documenting completed projects, and tracks production outcomes.
15. Participates in budgetary process for Record Information Management (RIM) including responsibility for review and approval of expenses related to contracted services for off-site storage and confidential destruction.
16. In collaboration with the Executive establishes and maintains the archival database and resources for the preservation of archival materials.
17. Supervises the inventory of general supplies for Records Management Department and other administrative personnel, as needed.

SUPERVISORY:

1. Responsible for providing administrative supervision to assigned Records Management staff, including but not limited to: a. Hiring, firing, discipline, performance evaluation, in-service education and training, and ensuring that there is an adequate staffing to fulfill assigned responsibilities. b. Conducts regularly scheduled staff meetings. c. Ensures that all assigned staff is knowledgeable of and properly trained in document preparation, scanning and repair procedures, and are compliant with departmental and agency-wide policies and procedures related to assigned duties and responsibilities. d. Coordinates staff orientation with the Staff Training Department and ensures new hires and regular staff receive ongoing trainings. e. Oversees all aspects of the workforce including timely completion of new hire paperwork, disciplinary actions and other personnel related matters.

TECHNICAL:

1. Work in close collaboration with MIS department, departmental staff, and Laserfiche Support to develop and maintain Work Flows for effective document management.
2. Monitors Records Information Management work area to maintain a clean and orderly environment suitable for document management activities.
3. Orients, trains, and responds to customer inquiries concerning access to records and secure destruction of confidential records.
4. Monitors utilization of confidential shredding services.
5. Monitors routine cleaning and maintenance of equipment.
6. Coordinates with MIS department for scanner set up and maintenance, transfer and migration of data, and labeling of storage media as needed. Notifies MIS department of any problems or need for unscheduled repair of equipment.
7. Assists in the organization, preservation, and display of archival materials.

OTHER: Performs all other related duties as needed or assigned.

REQUIRED TOOLS:

• Physical tools: Agency identification, Computer, Scanner, Printer, Microfilm reader.
• Software and System Access: KRONOS, Ceridian, Agency e-mail, Laserfiche and Virtual Image.

Revision Date: 05/31/2019
Support
THE RESOURCE CENTER
Grade 14, Non-Exempt
PTO/CAT: 3

MINIMUM QUALIFICATIONS: Bachelors degree plus one (1) year of experience in records management preferred; OR an Associates degree in secretarial science, business administration or related field plus three (3) years of related experience in records management. Supervisory experience strongly preferred. Valid driver’s license and use of a personal vehicle and car insurance preferred.