Records Program Administrator: Benton PUD

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Records Program Administrator City Kennewick State/Province Washington [WA]
Title Records Program Administrator Job ID 173
Date Posted 7/19/2013
Job Status Full Time, Regular, Exempt Reports To Supervisor - Executive Administration District Departments Executive Administration
Posting Close 7/28/2013
Position Purpose Responsible for ensuring an effective District's Records Management Program, achieving compliance through collaboration with internal customers to assist them in meeting the essential elements of the Program; ensuring the District meets state and any other relevant public records requirements, and providing assistance and expertise into other functional areas which affect the public records of the District.
Accountabilities and Essential Functions

1. Support the District’s mission to serve our customers and foster a positive workplace by personally choosing behavior aligned with our values and ethical code.
2. Ensure an effective District Records Management Program by coordinating the District program components and maintaining the District's central filing, vault, storage and related public records storage systems.
3. Ensure continuity of the District’s record program in all departments by being a resource and providing training to department heads, supervisors and staff members relating to records management; by identifying department-specific uses and issues regarding records and advising on effective solutions that meet both functional needs and regulatory record requirements; providing departmental guidance and assistance in active and inactive record systems, correspondence, retention, destruction, permanent and vital records; and by overseeing the application of active filing index systems and retention schedules.
4. Ensure active collaboration and regular, timely communication with all departments by leading the District’s Records Program Team in developing policies and procedures for recommendation; researching issues vital to the management of District records in all formats; and coordinating and reporting on team projects related to access, maintenance, training, use and disposition of records and information.
5. Provide guidance on vital record locations and recovery priorities for the District’s Disaster Preparedness Plan, Business Continuity Plan, and related programs by identifying requirements, recommending measures to protect essential records, and ensuring the back-up of essential documents.
6. Ensures appropriate destruction of records in accordance with the District’s records program by arranging for timely destruction, ensuring compliance with legal mandates and District need, and maintaining related record destruction documentation.
7. Manage the costs associated with the records program by working with applicable District staff to control costs associated with information creation, storage and retrieval; assisting in developing recommendations on budgetary impacts related to records management; and working with staff to evaluate, research and make recommendations on information/document management solutions.
8. Assists with public record requests by assisting the Public Records Officer during processing of public records requests as directed and ensuring efficient records availability during the disclosure process.
9. Provide oversight and management of electronic documents and records residing outside of and in the District’s document management system by collaboration with users to understand business processes and functions in relation to document filing and storage, assisting with electronic workflows, assisting in determining scanning needs relating to records and document management and ensuring state compliance standards are met.
10. Lead program or project tasks by overseeing the work of assigned temporary employees and/or contractors when assigned to records retention projects.
11. Perform other duties as requested.

Minimum Education and Experience Requirements

• AA/AS in Business or related discipline
• In lieu of AA/AS, a minimum of 2 additional years of directly related experience and records management certification
• Four (4) to Six (6) years administrative or professional experience in business processes, program administration, compliance, record systems, legal support or other related areas
• Prefer at least three (3) years of that experience at the department records management level;
• Prefer recent experience with records in Washington State, public sector. Knowledge, Skills and Abilities
• Diplomacy, discretion and ability to maintain confidentiality of records and information relating to record content
• Knowledge of records and information management philosophies, practices, trends, systems and techniques
• Project management and coordination; strong organizational skills
• Independence and self direction
• Successfully pass District selected tests and versions:
• Intermediate proficiency in MS Office applications (Word, Excel, PowerPoint, Windows, and Access)
• Typing - 50 WPM (net)
• Data Entry Test – Alphanumeric, Meets Expectations
• Strong communication skills; articulate, courteous discrete and able to work harmoniously with other employees, management and the public
• Must be familiar with or able to learn and apply the functional (department specific) business needs for District employees utilizing record systems
• Proficient in business letter and report writing and preparation
• Working knowledge of District policies
• Successful completion of the District’s approved leadership program for the position Licenses and Certifications
• Must have a valid Washington State driver’s license
• Prefer certification in records management ADA Requirements
• Attendance: Consistent need to attend work at the job site or work location. Frequent or constant need for punctuality.
• Physical Effort: Most of the time is spent sitting in a comfortable position and there is frequent opportunity to move about. Frequent need to move or lift boxes and/or files weighing up to 30 lbs.
• Environment: Typically located in a comfortable indoor area. Unpleasant conditions would be infrequent, during times needed to access to records storage areas. • Hazards: Most of the time is spent in general office and warehouse or equivalent conditions.
• Sensory Attention: Typically requires intermittent use of one or more senses of low intensity and short duration.
• Job Pressure/Deadline Orientation: Under regular pressure to meet deadlines, quotas and/or must deal with unpleasant issues related to people or situations. To Apply Submit an online application through Benton PUD's Job Openings and Application Portal on the Benton PUD Web site (www.bentonpud.org/careers)
• Resume and cover letter are optional and may be uploaded into the application. Internet access can be obtained through public libraries or a local WorkSource office. WorkSource will also offer application assistance and in the Tri-Cities is located at 815 N. Kellogg Suite C in Kennewick. Starting Salary Range $55,142 to 68,928 Annually (DOQ)
Visit us on the web at www.bentonpud.org and visit our careers page.