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Records and Compliance Manager

2 weeks ago

Fresno, California, United States Central Vally Regional Center Full time

Central Valley Regional Center (CVRC) is a non-profit corporation partnering with the State of California Department of Developmental Services. CVRC provides case management and service coordination by identifying resources, programs and activities to refer individuals to in collaboration with other agencies to develop the best services for individuals served and their families. CVRC serves individuals with intellectual and developmental disabilities, and children at risk to support and promote community inclusion. CVRC provides case management for individuals residing in the Central Valley, covering six counties that include Fresno, Tulare, Merced, Kings, Mariposa, and Madera

BENEFITS INCLUDE:

-CalPERS Medical Plan (Employee Coverage Only)

-Dental & Vision - Fully Paid Coverage for Entire Family 

-Paid Basic Life Insurance & Voluntary Add-on Options

-Vacation Accrual Rate w/Increase Based on Longevity

-Public Service Loan Forgiveness (PSLF) Eligible Employer 

-CalPERS Pension

-Option of Two Telecommute Days Per Week After 6 Months of Employment

-13 Paid Holidays

-Paid Sick Time

-9/80 Work Schedule Optional Upon Hire. 

-Flexible Work Schedule Availability

Exempt Full Time

Starting Pay: $90,943.57 – $108,591.38/annually.

POSITION OVERVIEW

Under the general direction of the Director of Administration, the Records and Compliance Manager provides leadership and oversight for the agency's records management program, scanning, document processing operations, and Public Records Act (CPRA) compliance activities. This position is responsible for implementing and administering a comprehensive records and information governance framework that ensures consistent, secure, and legally compliant management of agency records across their full lifecycle.

The role oversees the Records Analyst and Scanning team, ensures timely and accurate responses to all California Public Records Act ("CPRA") requests under Assembly Bill 1147, and develops agency-wide policies, retention schedules, workflows, and best practices for both physical and electronic records. The Manager frequently works with complex, confidential, and sensitive information and must exercise a high degree of discretion, professionalism, and independent judgment.

ESSENTIAL FUNCTIONS

Leadership & Staff Management

  • Plans, organizes, oversees, and evaluate the work of the Public Records Analyst, and scanning/document processing personnel.
  • Provides coaching, training, performance evaluation, and ongoing development to ensure high-quality records management and CPRA compliance practices.
  • Establishes clear workflows, assigns work, monitors performance, and ensures accountability.

Records & Information Governance

  • Serves as the Custodian of Records for CVRC.
  • Administers a comprehensive records management program, including classification, indexing, retention, archiving, destruction, and retrieval of documents in accordance with federal, state, and agency requirements.
  • Manage both physical and electronic records; works with IT to maintain secure, efficient, and compliant electronic document processes.
  • Ensures accurate application of retention schedules; coordinates updates as laws or operational needs evolve.
  • Conducts periodic audits of departmental recordkeeping practices to ensure consistency, compliance, and quality control.
  • Oversee document scanning and digital conversion operations, ensuring efficient workflows and high-quality electronic records.

CPRA / Public Records Act Compliance

  • Oversee the agency's response process for Public Records Act requests, ensuring timely and legally compliant responses.
  • Tracks, reviews, and manages all incoming requests, coordinating with departments to obtain responsive records.
  • Oversees redaction and prepares appropriate exemption/redaction logs.
  • Ensures all communications with requestors are professional, timely, and compliant with statutory requirements.
  • Collaborate with Legal Counsel on complex, high-risk, or sensitive requests.
  • Develops, implements, and maintains agency procedures for responding to CPRA requests.

HIPAA Privacy & Regulatory Compliance

  • Serves as the Privacy Officer for CVRC.
  • Develops and maintains HIPAA-related policies and procedures, including administrative and physical safeguard standards.
  • Conducts regular HIPAA and privacy risk assessments; identifies vulnerabilities involving PHI/ePHI and implements mitigation strategies.
  • Coordinates HIPAA privacy focused incident response activities, including investigation, documentation, corrective actions, and regulatory reporting if required.
  • Ensures Business Associate Agreements are verified and include required HIPAA provisions annually.
  • Prepares for and responds to regulatory audits or inquiries from HHS/OCR or other oversight bodies.

Operational & Administrative Responsibilities

  • Develops and standardizes procedures to improve efficiency, quality, and consistency of agency records operations.
  • Prepares analytical reports, metrics, and documentation to inform leadership on records-related trends, risks, or improvements.
  • Represents the agency at records management, CPRA, information governance, and privacy-related meetings or training.
  • Maintains effective working relationships and ensures excellent customer service to internal and external stakeholders.
  • Maintains confidentiality, professional conduct, dependable attendance, and compliance with all agency policies.

SUPERVISORY RESPONSIBILITIES

  • Plans, manages, and oversees the daily functions and operations of records and compliance staff.

 MINIMUM QUALIFICATIONS

  • Bachelor's degree in public policy, public administration, political science, or a related field and five (5) years of increasingly responsible professional administrative experience performing a variety of analytical functions, such as program management, policy analysis, and organizational development, preferably in a local government, public or legal agency.
  • At least 2 years of previous supervisory or experience leading a team.
  • Knowledge of federal, state, and local laws related to records and information governance, including CPRA, HIPAA, records retention laws, and conflict-of-interest requirements. 
  • Knowledge of organization and management practices. 
  • Knowledge of principles, practices, and procedures related to public agency record keeping.
  • Knowledge of methods and techniques of research, analysis, report preparation, and presentation.
  • Knowledge of principles and practices of public sector budgeting and finance.
  • Ability to lead and direct CPRA compliance within the regional center. 
  • Ability to supervise and coordinate maintenance of the center's official records. 
  • Ability to research, analyze, and evaluate new service delivery methods, procedures, and techniques.
  • Ability to prepare, organize, and present reports, articles and related informational material.
  • Ability to handle sensitive and confidential information.
  • Ability to independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
  • Ability to use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
  • Ability to effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
  • Ability to communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
  • Ability to establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
  • Must have a valid CA driver's license, reliable vehicle, and vehicle insurance.

PREFERRED QUALIFICATIONS

  • Professional records or information governance certification (e.g., ICRM, CRA, CRM, CIP, ARMA).
  • Experience in a California public agency, regional center, or similar environment.
  • Bilingual preferred.

TRAVEL REQUIREMENTS

  • Must have the ability to travel within CVRC's six-county-wide region as assigned or required.

 WORKING CONDITIONS 

Professional office environment. Noise level in the office is low to moderate depending on area. Individual workspace is assigned and varies from open cubicle to private office. 

 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 accommodation may be made to enable individuals with disabilities to perform the essential functions. Manual dexterity for typing on a computer keyboard. Specific vision abilities including close vision, distance vision, depth perception, and ability to adjust focus required to view computer monitor, read numbers and printed material. Mobility sufficient to reach, lift and transport files and other work material to work areas. Sitting for extended periods of time.