Records Manager

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Records Manager

Salary

$36.99 - $50.51 Hourly

Location

Stillwater, MN

Job Type

Full Time

Job Number

24-00100

Department

Administration Dept

Opening Date

06/11/2024

Closing Date

6/30/2024 11:59 PM Central

• Description

• Benefits

• Questions

JOB SPECIFICS

The Records Manager is responsible for development, implementation and support of systems to manage county records and to ensure compliance with all legal requirements for government records. The Records Manager will work with all 12 Washington County departments. This role provides a variety of administrative and technical support functions for the county's electronic content management (ECM) systems and processes, including identifying business requirements, managing ECM projects, documenting systems and training users.

This position analyzes, evaluates, designs, configures, maintains and implements systems, programs, methods and procedures related to county records. This position develops and maintains policies and standards to ensure the appropriate privacy and accessibility of government records. Employees in this position may act as project leaders on designated projects. Successful candidates in this role are well versed in records management best practices, collaborative, and demonstrate strong project management skills.

DESIRABLE EXPERIENCE :

• A minimum of 3 years of experience in a Records Manager Role

• A Bachelors Degree in a related field

• Professional experience working in the public sector

• Professional experience collaborating with many stakeholders to achieve a shared goal

• Professional writing and communication skills

SELECTION TECHNIQUE : Your training and experience will be rated based on the required application material submitted and the top scoring candidates will be forwarded to the hiring department for further consideration.

HOURS / DAYS : 8:00 a.m.-4:30 p.m., Monday-Friday. Work schedules (hours and days) and location are subject to change based on department needs.

ANTICIPATED HIRING RANGE : $36.99 - $43.75 Hourly

E-Verify Participation: Washington County participates in the federal E-Verify program. This means that Washington County will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee's Form I-9 to confirm work authorization. If the Government cannot confirm that you are authorized to work, Washington County is required to give you written instructions and an opportunity to contact DHS and/or the SSA before taking adverse action against you, including terminating your employment. Employers may not use E-Verify to pre-screen job applicants and may not limit or influence the choice of documents you present for use on the Form I-9.

E- Verify Participation Poster (https://web1.co.washington.mn.us/NeoGovNotices/HR/2024/E-Verify_Participation_Poster_Eng_Es.pdf) (Download PDF reader) (https://get.adobe.com/reader/)

Right to work Poster (Download PDF reader) (https://get.adobe.com/reader/)

JOB SUMMARY

The Records Manager is responsible for development, implementation and support of systems to manage county records and to ensure compliance with all legal requirements for government records. The Records Manager provides a variety of administrative and technical support functions for the county's electronic content management (ECM) systems and processes, including identifying business requirements, managing ECM projects, documenting systems and training users. This position analyzes, evaluates, designs, configures, maintains and implements systems, programs, methods and procedures related to county records. This position develops and maintains policies and standards to ensure the appropriate privacy and accessibility of government records. Employees in this position may act as project leaders on designated projects.

EMPLOYMENT CRITERIA

MINIMUM QUALIFICATIONS: This position requires a Bachelor's Degree in a technology related field and two (2) years of experience in the field of records management or equivalent education and experience. A Certified Records Manager (CRM) and/or a Certified Document Imaging Architect (CDIA) designation is desirable.

CORE COMPETENCIES, JOB SPECIFIC KNOWLEDGE, SKILLS AND ABILITIES REQUIRED FOR SUCCESSFUL JOB PERFORMANCE

Core Competencies (http://www.co.washington.mn.us/DocumentCenter/View/5174) outline essential business and professional traits necessary to perform this job.

• Support and prioritize a welcoming and respectful workplace that fosters diversity and encourages contributions from all individuals;

• Provide inclusive and equitable service to all members of the community with dignity and respect;

• Demonstrate support for the County’s diversity, equity and inclusion program;

• Demonstrates knowledge of principles, practices and procedures used in records management operations, including electronic systems;

• Demonstrates knowledge of state and federal laws, rules and regulations governing records management and records retention/destruction;

• Demonstrates knowledge of how technology may be used to provide relevant data;

• Demonstrates skills in synthesizing complex or diverse information; and

• Demonstrates ability to create and implement technology solution.

DUTIES & RESPONSIBILITIES

• Establish and maintain an active program for the management of county records.

• Consult with county departments on record management issues, including filing systems, indexing, software and equipment recommendations, procedures and training.

• Maintain a comprehensive inventory of department and county records.

• Develop and maintain a schedule to control the retention and disposal of county records that complies with all legal and administrative requirements; conducts research, develops requirements and communicates with users.

• Assist in the prioritization of ECM projects and the structuring and documentation of projects to improve county records management and workflow.

• Develop, design and document ECM workflow applications and records management software systems.

• Identify and propose changes to county policies related to records and data.

• Organize and provide records retention training to staff, supervisors and vendors.

• Serve as main point of contact and subject matter expert for countywide records management.

• Analyze and recommend feasibility of automating procedures.

• Recommend solutions or alternatives to management.

• Research, prepare and coordinate vendor contracts along with IT Department or business unit.

Provide support to the departments through:

• Knowledge of records management concepts, records inventory and retention scheduling, software applications and archival concepts

• Knowledge of ECM software utilized in the county including SharePoint

• Strong project management and organizational skills

WORK ENVIRONMENT

Work is sedentary in nature performed within the Government Center or satellite offices. Lifting requirement of 15-20 pounds on an occasional basis. Frequent wrist and finger manipulation due to high concentration of filing, compiling, calculating, or computer work. Equipment used may include, but is not limited to, computer, calculator, telephone, copier, scanner, and fax machine. Additional physical/mental requirements that occur may not be listed above, but are inherent in performing the position's essential functions. Work interruptions are frequent. There is some pressure associated with project or activity deadlines and details. Driving or riding to attend meetings may be required. Individuals operating a motor vehicle for County business must possess a valid driver's license.

This job description is intended to describe the kinds of tasks and level of work difficulty being performed by people assigned to this classification. The list of responsibilities is not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. The County retains the discretion to add or change the contents of this job description at any time.

Washington County offers a comprehensive benefit package (https://web1.co.washington.mn.us/NeoGovNotices/SHR/2022/Employee_Benefits.pdf) including paid time off, holidays, medical, dental, vision, life and long-term disability insurance.

For a more detailed overview of our AFSCME exempt (salaried ) benefit package, click here (https://www.co.washington.mn.us/DocumentCenter/View/50324/AFSCME-Exempt-Benefit-Synopsis-PDF) .

For a more detailed overview of our AFSCME non-exempt (hourly) benefit package, click here (https://www.co.washington.mn.us/DocumentCenter/View/55122/AFSCME-Non-Exempt-Benefit-Synopsis-PDF) .

01

This position requires a Bachelor's Degree in a technology related field and two (2) years of experience in the field of records management or equivalent education and experience. A Certified Records Manager (CRM) and/or a Certified Document Imaging Architect (CDIA) designation is desirable. Please indicate below whether you possess these minimum qualifications.

• Yes

• No

  02

  If you indicated meeting the minimums by having an equivalent combination of education and experience, please briefly describe the combination and explain why you feel it is equivalent. (If you answered "No" to the above question, enter "NA" in the text box.)

  03

  Do you have a minimum of 3 years of experience in a Records Manager Role?

• Yes

• No

  04

  If you answered "Yes" to the above question, you must provide a brief summary of your experience and the name of the employer(s) where you gained that experience. (If you answered "No" to the above question, enter "NA" in the text box.)

  05

  Do you have professional experience working in the public sector?

• Yes

• No

  06

  If you answered "Yes" to the above question, you must provide a brief summary of your experience and the name of the employer(s) where you gained that experience. (If you answered "No" to the above question, enter "NA" in the text box.)

  07

  Do you have professional experience collaborating with many stakeholders to achieve a shared goal?

• Yes

• No

  08

  If you answered "Yes" to the above question, you must provide a brief summary of your experience and the name of the employer(s) where you gained that experience. (If you answered "No" to the above question, enter "NA" in the text box.)

  09

  Do you have professional writing and communication skills?

• Yes

• No

  10

  If you answered "Yes" to the above question, you must provide a brief summary of your experience and the name of the employer(s) where you gained that experience. (If you answered "No" to the above question, enter "NA" in the text box.)

  Required Question

Agency

Washington County (MN)

Address

14949 62nd Street North Stillwater, Minnesota, 55082

Phone

651-430-6081

Website

http://www.co.washington.mn.us

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