The Manager, Records Retention is responsible for the overarching records and information management program and policies of First 5 LA. This also includes maintaining records in accordance with legal, fiscal, regulatory and operational requirements; achieving continuous, efficient and uninterrupted business operations; reducing the retention of non-essential records that no longer serve a business purpose; and ensuring the orderly and appropriate destruction of records.
Under the direction of the Director of Information Technology, the Manager, Records Retention is responsible for the overarching records and information management program and policies of First 5 LA as well as implementing the Commission approved records retention policies.
ESSENTIAL DUTIES & RESPONSIBILITIES
The Manager, Records Retention should visibly demonstrate the adopted organizational values of collaboration, integrity, respect, accountability, purpose, shared leadership and learning in the execution of their key areas of responsibility.
Key Areas of Responsibility:
- Records management processes
- Oversee records creation and preservation through to disposal.
- Organizational compliance to records retention policy
- Organizational policy and guidance for records keeping
- Leads the transformation of the organization’s records management processes to address the challenges posed by electronic records
- Manages and controls active records systems; data (records) organization and evaluation; inactive records systems; the maintenance of records systems; and records retention
- Provides expertise and input into other functional areas that affect the recorded information of the organization; assures that these functions fully support the organization’s records and information management policies
- Conducts document and inventory audits of all records, physical and electronic.
- Formulates and oversees the implementation of Department/Organization policy and guidance for recording keeping in accordance with Department/Agency policies, procedures and/or strategic plan
- Uses strategic and business planning methods to achieve results
- Ensures all staff has access to policies and procedures relating to records retention
- Ensures, in consultation with leadership and Legal Counsel the development, establishment, maintenance, and monitoring of effective systems of administrative control for safeguarding all records and deployment of state-of- the- art information technology techniques and modern business management processes
- Coordinates regular meetings between all department liaisons to identify and share best practices; identifies and resolves/escalates issues raised by staff
- Works closely with Information Technology staff to ensure all hardware and software systems are compliant and up to date
- Manage records retention and disposition in compliance with First 5 LA’s program policy, legal and regulatory requirements and business needs
- Implements Quality Control processes and tools
- Ensures employees are kept current about records managements principles and requirements, and that they receive the appropriate training on records management principles, retention policies, as well as user training on how to effectively use the application
- Creates reports and updates for management and executive teams
- Assists with responses to all Public Records Requests in keeping with the organization’s Public Records policy and procedure, and assists with maintaining all required documentation regarding requests and provision of documents
- Supports the organization’s commitment to diversity and inclusion, and values a diversity of perspectives
- Adheres to policies and procedures to ensure alignment with State regulations, local ordinances and First 5 LA directives
- Keeps apprised of all laws, regulations, statutes, rules and policies affecting First 5 LA and Proposition 10
- Supervises contractors and consultants, as needed
- Collaborates both internally and with external stakeholders to capture, synthesize and share learning and knowledge outcomes from the ongoing execution of all activities as necessary
Other duties and responsibilities may be assigned. The duties and responsibilities listed are designed to provide typical examples of the work performed; not all duties and responsibilities assigned are included here, nor is it expected that all similar positions will be assigned every duty and responsibility.
The successful candidate will have a proven track record with a minimum of five years of progressively responsible management experience in records information management in such industries as government, public entity, advocacy, non-profit or philanthropic organizations.
Knowledge, Skills & Abilities:
- Commitment to organizational mission and values: Mission-driven and self-directed, with a demonstrated passion for First 5 LA’s work to strengthen families and improve child outcomes; strives to model organizational values through daily actions and behaviors
- Possesses customer-focused mindset: Is able to identify appropriate and relevant stakeholders; identifies internal and external stakeholders needs (customers); is responsive to stakeholder needs, considers impact when making recommendations
- Collaborative: Collaborates with peers to drive results in alignment with organizational and operational goals in support of the organization’s mission; is able to work in cross-functional teams; is able to establish and maintain effective working relationships with co-workers, public officials and the general public
- Communicates effectively: Communicates effectively both written and oral; strong presentation skills; demonstrates ability to develop and deliver relevant and appropriate communications; delivers messages in a direct manner; able to tailor messages appropriately to various audiences
- Demonstrates integrity and judgment: Follows through on commitments letting others know of his/her true intentions; ensures decision-making or recommendations are fact-based and others understand the decision/recommendation before moving forward; considers the relative costs and benefits of potential actions to choose the most appropriate one
- Demonstrates critical thinking: Applies critical thinking, logic and reasoning to analyze complex problems and information; identifies relative strengths and weaknesses of options, solutions or approaches
- Demonstrates strategic thinking: Identifies key issues and relationships relevant to achieving long range goals or vision; develops alternatives based on logical assumptions, facts, available resources, constraints, and organizational values to develop a point of view on a course of action to accomplish goals; develops priorities with the right balance of short and long-term wins
Job Specific Competencies
- Role Specific Content: Comprehensive knowledge and understanding of the records and information management functions(s); experience analyzing organizational goals to provide support for records retention functions strong influencing and relationship skills; ability to analyze trends and current events within the records retention industry including, but not limited to, best practice, industry standards, legislative and regulatory requirements, etc.; understanding of privacy legislation and security classification requirements for public entity records; excellent root case problem solving; hands-on experience of training and coaching others to implement records retention policy
- Content Knowledge: Competent in required job skills and knowledge; ability to learn and apply new skills; ability to learn how to operate new systems quickly; demonstrated ability to set priorities, establish clear expectations and execute identified projects; keeps abreast of current developments; requires minimal supervision; displays understanding of how job relates to others; knows how to use technology tools to effectively manage and expedite processes; uses resources effectively
- Planning and Organization and Project Management: Works in an organized manner with strong attention to detail; prioritizes and plans work activities; ability to effectively manage overlapping projects and deadlines; ability to work under pressure, meet deadlines and adjust to changing priorities; uses time efficiently; plans for additional resources; integrates changes smoothly; sets goals and objectives; ability to manage high performance projects
- Managing Processes: Provides direction and gains compliance; uses negotiation skills to resolve conflict; strong influencing and relationship skills
- Minimum of five years of relevant experience in the records retention industry preferred
- Minimum of five years of records management experience in the following areas preferred: Creating records retention program strategies, goals, policies, and procedures; creating records storage design parameters and best practices including software applications and third party vendors, available equipment for storage and material handling; creating internal audits to verify, authenticate and validate the standards of record retention rules within the records retention system and providing results to management as well as solutions to address any inaccuracies or vulnerabilities/risks in retention rules or software applications; training end users in record retention software systems and troubleshooting technical issues end users may have; document retention methodology, practices and procedures ; creating and configuring record retention systems regarding security rights by organizational roles and perform audits to ensure accuracy and compliance; data migration systems software and hardware design; systems documentation analysis and data mapping; creating and implementing organizational emergency planning procedures and protocols and establishing processes in the event of business interruption (including business recovery, continuity, and impact analysis methodologies; legacy systems in which records are managed
- Previous work in the government, public entity, advocacy, non-profit or philanthropic organizations preferred
- Bachelor’s degree from an accredited college or university in business administration, management, public administration, project management or a related field preferred
- Advanced degree a plus
- Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook)
- Proficiency in Office 365
- Demonstrated experience using third party or proprietary record management software
Certificates, Licenses and Registrations:
- Valid California Class C Driver License or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions
- Valid automobile liability insurance
- Preferred: Certified Records Manager (ICRM) a plus [Institute of Certified Records Managers]
- Preferred: Electronic Records Management (ERM) Master (AIIM) a plus [Association for Information and Image Management]
- Preferred: Enterprise Content Management (ECM) Master (AIIM) a plus
- Preferred: Project Management Professional (PMI) a plus [Project Management Institute]
- Preferred: Certified Information Privacy Professional (IAPP) a plus [International Association of Privacy Professionals]
- Position may require travel locally, statewide and nationally as needed
PHYSICAL REQUIREMENTS / WORK ENVIRONMENT
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The employee will sit, talk, hear and use hands up to 2/3 of the time. The employee will stand and walk up to 1/3 of the time. The employee is routinely required to carry file boxes and/or lift up to 30 pounds.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.