Records Management Supervisor

4 weeks ago

Washington, United States Clearwaters.IT Full time
Job DescriptionJob Description

• The Records Management Supervisor will conduct organizational studies, design systems and procedures, and prepare manuals to enhance operational efficiency.

• Ensure compliance with National Archives and Records Administration (NARA) protocols and manage records for a Federal agency, overseeing document review, organization, and digitization according to NARA schedules.

• This role supports a Records and Information Management Program by crafting retention policies, conducting gap analyses, and managing compliance with Federal laws/policies.

• Collaborate with various program offices to understand records requirements and update retention schedules.

• Review and document information/data collected on USCG websites and information portals in compliance with federal records regulations, working closely with program stakeholders.

• Educate all agency personnel on their records management responsibilities according to law, regulation, and policy, providing tailored training.

• Ensure agency records are covered by NARA-approved schedules, with permanent records transferred to the National Archives as per disposition dates.

• Offer recommendations for record disposal and archiving across all program offices.

• Utilize Power BI to create visual reports showcasing analytical data on records status, statistics, and billing.

• Develop and refine training materials to streamline employee recordkeeping practices.

• Assist in the development and maintenance of SharePoint sites, including active site modifications.

• Serve as a trainer for federal/contract employees on records management programs, covering storage and maintenance procedures.

• Participate in Comprehensive Agency-wide RIM Program Compliance Assessments.

• Create and oversee dashboards to monitor project/task implementation and reporting status until completion.

• Accomplishes department objectives by supervising and leading a team of Records Management Specialists. Supervisory responsibilities include, but may not be limited to:

o Provide clear guidance and direction to team members.

o Set performance expectations and goals for the team.

o Identify training needs and facilitate professional development.

o Mentor and coach team members to enhance their skills. o Conduct regular performance evaluations

o Address performance issues promptly and constructively.

o Allocate resources effectively to meet organizational goals.

o Develop staffing plans and manage workload distribution.

o Resolve conflicts within the team or between team members.

o Foster a positive work environment.

o Communicate organizational goals and changes to the team.

o Collaborate with other departments or teams as needed.

o Make informed decisions based on data and analysis.

o Solve complex problems efficiently.

o Ensure timely completion of all deliverables.

Requirements

• Successful candidates are required to obtain a Public Trust Clearance

• Possess a minimum of 6 years of related experience, including records, project, and/or program management experience.

• Demonstrated experience as a manager.

• Familiarity with NARA database applications such as Electronic Records Archive (ERA) and Archive and Records Centers Information System (ARCIS)

• Proficiency in reading, interpreting, and applying Federal policies, directives, and regulations.

• Demonstrated expertise in federal records management.

• Experience in drafting various documents such as policy papers, reports, white papers, transition plans, briefings, and training materials, along with proficiency in creating PowerPoint presentations.

• Skills in basic fact-gathering, research methodology, data collection, and analysis.

• Ability to develop standard operational procedures and tutorials.

• Proficiency in Adobe, MS Office Suite (Excel, Access, PowerPoint, and Word), MS Teams, SharePoint, MS Project, and Visio.

• Strong written and verbal communication skills, with the ability to engage with individuals across all organizational levels.

• Bachelor's degree

Benefits

• Health Care Plan (Medical, Dental, Vision)

• Retirement Plan (401K, IRA)

• Life Insurance (Basic, Voluntary & AD&D)

• Paid Time Off (Vacation, Sick & Public Holidays)

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