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JOB DESCRIPTION
General Overview:At a senior level, designs and implements programs and policies to ensure appropriate management of records including printed, nonprinted and electronic materials. Recommends best practices and oversees activities associated with the life cycle of records. Maintains knowledge/information in a physical records center and/or a computer-based system. Performs subject classifying and cataloguing of various types of media. Conducts records research and prepares comprehensive and useful summaries of findings to requesting personnel. Provides assistance and counsel on best practices to business unit customers in all aspects of records and information management. Assists departments with setting up and utilizing document and records management systems, formulation and structuring filing systems, conversion and implementation of active files and appropriate storage and preservation of inactive records. Researches and recommends new systems and applications to improve information storage, access and retrieval methods. Provides counsel based on records management best practices regarding the development of record retention policies, practices and procedures. This position utilizes in-depth knowledge of best practices and experience in own discipline to provide and improve services. Takes a new perspective to solve complex problems. Works independently and receives minimal guidance. Acts as a resource for colleagues with less experience. Guides and advises clerical records staff and may direct the work of less experienced Records Analysts. Evaluates and determines records management needs for departments and workgroups through utilizing criteria for volume of records, amount of official records managed, confidential records and business continuity. Recommends procedures for creation, control, storage and disposal of those records used in a business process based on records management best practices. Makes recommendations to users to improve collaboration and compliance associated with information creation, storage and retrieval through gathering and analyzing user information requirements. Provides user support for document and records management systems, including trouble shooting user errors. Refers more complex problems to staff responsible for systems. May assist less experienced Records Analysts with system troubleshooting. Develops records compliance and records retention programs. Analyzes compliance with programs and leads implementation efforts to ensure that customers follow the policies and procedures of the program. Analyzes department records, classifies records and researches the appropriate retention value for each class of records. Prepares retention schedule drafts for review and approval. Acts as a liaison between user departments and Records and Archives regarding issues of retention and disposition. Oversees entry of records inventory into records management system to ensure accuracy and compliance with retention/disposition guidelines. Provides user training on operation of records management program. Develops and implements quality assurance guidelines/practices, reporting mechanisms and measurement metrics for electronic document and records management systems. Works with departments to identify vital records. Recommends and implements proper procedures for vital record protection. Creates written documentation of work flow and processes for managing all record types within departments. Develops and administers training programs for staff and user departments to ensure standardization of electronic document and records systems and their effective use. Maintains knowledge and awareness of current industry trends, best practices, current methods and technologies related to records management. Incumbents in Records and Archives perform work by traveling independently to various locations as scheduled.Minimum Qualifications:Nine or more years of experience in records management, archival administration or library/information science. A degree(s) in records management, library/information science or relevant field may be substituted per *** guidelines for certain years of experience. Records and Archives only: Driver s license.Knowledge, Skills and Abilities: Knowledge of records management principles and best practices Knowledge of electronic document and records management systems Knowledge of business analysis, scanning and imaging Skill in creating taxonomies Skill in planning, scheduling, prioritizing and coordinating work Skill in evaluating complex customer needs Skill in presenting business justifications to customers Skill in providing training and coaching to less experienced staff Skill in verbal and written communication Skill in establishing concrete, actionable work plans from ambiguous information and directives Skill in change management and leadership Skill in negotiation and influencing others Skill in effectively resolving conflicts Skill in providing customer service Skill in meeting deadlines Basic skill level in IT incident/service management systems as applicable to department Intermediate skill level in collaboration tools Intermediate skill level in office productivity applications (such as email, word processing, spreadsheets, etc.) Advanced skill level in records and document management systems Ability to work efficiently and independently with minimal supervision Ability to build relationships and foster teamwork Ability to work in a team environment Ability to balance and manage competing high priority work demands Ability to maintain confidentiality.Work Environment: Work hours are spent in an office environmentPhysical Demands: Work involves frequent finger/hand manipulation in using a keyboard and mouse Lifts and carries up to 25 pound boxes of documents less than 20% of the time

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