TITLE:
FLSA STATUS:
Director, Records Management
Exempt
CATEGORY:
GRADE:
Administrative
C
JOB SUMMARY: The Director is responsible for planning, developing, implementing and directing economical and effective methods for accessing, handling, storage, and disposal of active and inactive public and confidential information in a centralized, departmental, and technology-based repository in compliance with state and federal regulations. The Director is also responsible for the day to day operation of the records management program, including the electronic records imaging system.
ESSENTIAL FUNCTIONS:
1.
Develop and operate the records management program including electronic records management systems for the District. Identify who is responsible and accountable for managing records. Review records to determine their operational, legal, fiscal and historical value. Collaborate with all levels of management to provide guidance and support of the program.
2.
Develop, implement, maintain, and evaluate the most efficient, effective and economical methods for transfer, storage and disposition of active and inactive records in accordance with legal and regulatory requirements, best practices and District policies.
3.
Responsible for documenting the process of developing the program and the final program procedures and schedules (methodology memo). Document all the legal requirements to ensure compliance.
4.
Establish procedures for periodically conducting records program compliance audits throughout the District, at least on an annual basis. Include all forms of media in the retention and disposition schedule.
5.
Create a comprehensive communication and training plan. Assure that procedures are executed consistently throughout the District. Integrate the best practices and process flows with other departments throughout the
District. Provide advice on disaster recovery and business continuity planning and operations for departmental and District records.
6.
Participate in preparation of annual department budget. Forecast short and long-term need for records management staffing, facilities, equipment and supplies.
7.
Other duties as assigned.
YEARLY
PERCENT OF
TIME
30%
30%
15%
10%
5%
5%
5%
Revised: 1/1/16
Amended: 6/01/09 Page 1 of 5

REPORTING RELATIONSHIP: Vice President Information Technology/Chief Information Officer
SUPERVISORY RESPONSIBILITIES: Direct supervision of staff assigned.
ESSENTIAL QUALIFICATIONS:
EDUCATION: Master’s Degree in related field
EXPERIENCE: Five (5) years related experience.
SPECIAL SKILLS AND ABILITIES:
1.
Skills/Abilities :

Considerable knowledge of modern archival and records management principles and practices, including descriptive cataloging, and original and automated document and data storage/retrieval systems

Considerable knowledge of available sources of information, the historical contexts governing archival operations, and allied administrative processes

Knowledge of historical research methodology

Knowledge of rules, regulations and laws pertaining to records retention and access of a variety of records to include student, personnel, financial, governance, and miscellaneous public records

Ability to analyze objectives, operation requirements, making evaluative judgments to solve complex problems of developing and implementing suitable archival operational polices, and methods.

Ability to establish priorities, organize resources, and direct activities of a records management program

Ability to conceptualize, initiate, and coordinate pertinent studies of archival materials.

Ability to interpret and evaluate client informational needs and to determine appropriate alternative solutions

Ability to communicate effective orally and in writing to explain technical information to all levels of employees

Ability to maintain effective working relationships with all levels of employees

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists
2.
Equipment Used: Personal Computer and other equipment associated with an office environment. Will be responsible for the confidentiality and compliance of employee, student and customer records.
3.
Software Used: A variety of spreadsheet, word-processing, database, e-mail, and presentation software.
PHYSICAL REQUIREMENTS:
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.
While performing the duties of this Job, the employee is regularly required to talk or hear. The employee is frequently required to sit. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; climb or balance and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
Revised: 1/1/16
Amended: 6/01/09 Page 2 of 5

INTERPERSONAL SKILLS:
Alternative or combined skills in understanding, negotiating, selecting, developing, and motivating people are important to the highest degree due to constant interaction with other people, at any level within the organization or the community, position’s accountability for the development, motivation, assessment, and reward of employees, and to deal with irrational situations where the outcome is unpredictable.
WORKING CONDITIONS:
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.
While performing the duties of this Job, the employee is occasionally exposed to high, precarious places and outside weather conditions. The noise level in the work environment is usually moderate.
Revised: 1/1/16
Amended: 6/01/09 Page 3 of 5

POSITION TITLE: DIRECTOR, RECORDS MANAGEMENT
PHYSICAL REQUIREMENTS & WORKING CONDITIONS: The physical demands and work environment factors described below 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.
PHYSICAL ACTIVITIES:
None
Amount of Time
Under 1/3 1/3 to 2/3 Over 2/3
Stand
Walk
Sit
Use hands to finger, handle or feel
X
X
X
X
Reach with hands and arms
Climb or balance
Stoop, kneel, crouch, or crawl
Talk
X
X
X
X
Hear
Taste
Smell
X
X
X
WEIGHT and FORCE
DEMANDS: None
Amount of Time
Under 1/3 1/3 to 2/3 Over 2/3
Up to 10 pounds
Up to 25 pounds
Up to 50 pounds
Up to 100 pounds
More than 100 pounds
X
X
X
X
X
WORK ENVIRONMENT:
Wet or humid conditions(non-weather)
Work near moving mechanical parts
Work in high, precarious places
Fumes or airborne particles
Toxic or caustic chemicals
Outdoor weather conditions
Extreme cold(non-weather)
Extreme hot (non-weather)
Risk of electrical shock
Work with explosives
Risk of radiation
Vibration
None
Amount of Time
Under 1/3 1/3 to 2/3 Over 2/3
X
X
X
X
X
X
X
X
X
X
X
X
VISION DEMANDS:
No special vision requirements
Close vision (clear vision at 20 inches or less)
Distance vision (Clear vision at 20 feet or more)
Color vision (ability to identify and distinguish colors)
Peripheral vision
Depth perception
Ability to adjust focus
Required
X
X
X
X
Revised: 1/1/16
Amended: 6/01/09 Page 4 of 5

NOISE LEVEL:
Very quiet
Quiet
Moderate
Loud
Very Loud
Exposure Level
X
I certify that I have received a copy of this job description. I have read and understand the duties and responsibilities of this position.
X
Employee Signature Date
Revised: 1/1/16
Amended: 6/01/09 Page 5 of 5