Lewis County Records Manager

Who may Apply: All Qualified Applicants Employment Status: Regular full-time

Salary Range: Grade 25: $4,728 – $4,968 (DOQ)

Full Salary Range: Grade 25: $4,728 - $6,358/mo.

Posting Opens: January 25, 2016

Closing Date: Open until filled

First Screening: February 22, 2016

 

 NATURE OF WORK
 
Under limited supervision, manages the preservation of the County’s records and information management program, development, implementation, administration, and maintenance of this program. Establishes overall direction; and in conjunction with the IT Manager, plans, develops and implements electronic records software and records management component of other electronic systems throughout the County.
ESSENTIAL FUNCTIONS:
   The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.
 Directs Records Management program activities and functions, including database management, applications development, client services, and data development and analysis.


 Maintains and ensures the integrity, security, and effective performance of County records program. Ensures that Records projects meet objectives by planning all project phases; works with user departments and outside agencies to develop project objectives and scope of work; analyzes progress of Records, and recommends and coordinates corrective actions; evaluates trends, anticipates problems, and reports on performance and status of projects.

 Researches, evaluates, and implements technology projects involving the development, modification, and upgrade of the County’s information infrastructure, computer systems, and/or related equipment. Trains and coach County staff in program usage.

 Plans, schedules, and prioritizes records activities and projects to ensure accomplishment of goals and objectives; reviews the work of assigned staff to ensure the work quality and timely completion of assigned duties and responsibilities.

 Provides for the preservation, maintenance, and retrieval of essential archival, and permanent records.

 Develops and administers the County’s record retention and disposition schedules; monitors and maintains

compliance with regulations governing the management of departmental records.

 Represents the records functions to other County departments, elected officials, and external agencies; directs the coordination of records activities with outside agencies and organizations.

 Oversees special records projects; provides leadership, direction, and guidance in Records implementation strategies and procedures; ensures effective communication of strategies and issues; provides leadership in the deployment of records technology.

 Manages budget preparation and administration of the electronic records management and archival system; approves requests for software, supplies and equipment; monitors and controls expenditures; compiles and analyzes a variety of reports and usage statistics.

 Assist the Public Disclosure Officers and Legal staff in support of legal discovery requests.

 Reviews and oversees quality control procedures to assure integrity of the records database and accurate consolidation of data sets.
 Serves as subject matter expert on the records program; prepares special and recurring reports and proposals for projects, hardware, software and other records development plans.

WORKING ENVIRONMENT / PHYSICAL DEMANDS:


Work is performed in a standard office environment and frequent use of a personal compute; subject to sitting for extended periods of time, standing, walking, bending, reaching, and lifting of objects up to 25 pounds. Work is performed in a standard office environment and involves light physical demands
EMPLOYMENT STANDARDS:
   Bachelor’s degree & 5 years’ experience, or Associates degree and 10 years’ experience. Degree in Information Sciences, Library Sciences, or a related field; experience must be of professional related experience in information and/or records management including management of automated and manual retention /preservations processes. CRM designation may be in lieu of associate’s degree.
 A valid Driver’s License is required.

Pass criminal background check.
KNOWLEDGE AND SKILLS REQUIRED:
 Knowledge of:
   County policies and procedures. 

 Knowledge of Washington State laws and rules of procedure related to records management, inventory and retention.

 Project management planning principles, tools, and techniques.

 Principles of records management concepts, theories and practices.

 Ability to research and analyze complex information and prepare clear verbal and written reports.

 Principles and capabilities of computer systems, including networked environments and peripheral devices.

 Administration and maintenance principles of network operating domains, relational databases, and specialized software applications.

 Database systems integration, quality assurance procedures, and documentation of data sets.

 Database management principles, spreadsheet, word-processing and email programs.

 System access and security guidelines and procedures.

 Principles of administrative management, including personnel rules, strategic planning, budgeting.

 Windows interface and Microsoft Windows, Access, Word, Excel and Outlook are required.
Skills in:
  
   Analyzing complex data and information systems problems, evaluating alternatives, and recommending methods, procedures and techniques for resolution of issues. 


 Analyzing technical issues with electronic record management, evaluating alternatives and developing solutions based on findings.

 Assessing, analyzing, identifying, and implementing solutions to technical problems.

 Managing multiple projects, and prioritizing multiple tasks and demands.

 Presenting information in public and interagency meetings.

 Monitoring and maintaining compliance with regulations governing the maintenance of records.

 Understanding and working with data from multiple public and private sources.

 Compilation, analysis, and presentation of technical and statistical information in reports.

 Interpreting technical instructions and analyzing complex variables.

 Using initiative and independent judgment within established procedural guidelines.

 Operating a personal computer utilizing standard and specialized software.

 Maintaining technical records and files.
 Administering and maintaining compliance paper and electronic records management systems.

Establishing and maintaining effective working relationships with other agencies and other County employees.

 Relationships with other staff, County departments, outside agencies, and the general public.

 Communicating effectively verbally and in writing.

 Maintaining confidentiality.    For complete job description, requirements and application got to  http://www.lewiscountywa.gov/jobs 
 


 
  



 



 





   




 

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