Records Management Supervisor
3 weeks ago
• 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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