Records Program Manager

Job Description:

Records Program Manager

Description

Job Summary

TITLE: Records Program Manager

SRN S21: $9,478 - $13,233 Monthly, Exempt

Bargaining Unit: ASSET

Department: Administration

Section: Records Management

REPORTING RELATIONSHIP:

Reports to: Clerk of the Board

Supervises the following positions: Technical and administrative staff

DEFINITION :

Under general direction, plans, schedules, assigns, reviews and supervises the work of staff performing records management and administrative duties within the Clerk of the Board Office; plans and coordinates a comprehensive records management program for all District departments; coordinates assigned services and operations with those of other District divisions and outside agencies; ensures that the District’s records retention policy is communicated to, and utilized by, all departments; provides complex staff assistance to management staff in areas of expertise; and performs related work as required.

CLASS CHARACTERISTICS

This program management classification is responsible for planning, organizing and managing the District’s records management program. Incumbents are responsible for performing diverse, specialized and complex work involving significant accountability and decision-making responsibilities in overseeing the day-to-day operations of the program. Employees serve as a specialist, liaison, and advocate for the program, with regular contact and interactions with District senior management positions, department management and staff, other public agencies, and regulatory and governmental agencies.

Essential Functions

EXAMPLES OF TYPICAL JOB FUNCTIONS:

• Plans, organizes, assigns, supervises, and reviews the work of records management and administrative staff within the Clerk of the Board Office; t rains staff in work procedures; evaluates employee performance, counsels employees, and effectively recommends initial disciplinary action; assists in selection and promotion.
• Participates in the development of goals, objectives, policies, and procedures for assigned services and programs; recommends and implements policies and procedures including standard operating procedures for assigned operations.
• Monitors activities of the work unit; identifies opportunities for improving service delivery and procedures; provides recommendations concerning process changes; reviews with appropriate management staff; implements improvements.
• Ensures that all departments properly maintain, store, retain, archive and dispose records in accordance with the District’s record retention schedules
• Coordinates assigned services and operations with those of other divisions and outside agencies.
• Participates in annual budget preparation; identifies resource needs; prepares detailed cost estimates with appropriate justifications; monitors expenditures .
• Provides staff assistance to management; prepares and presents staff reports and other written materials; supervises the establishment and maintenance of reports, records, databases, and files; ensures the proper documentation of operations and activities.
• Investigates and responds to complaints and inquiries from departments with respect to program operations; recommends corrective actions to resolve issues.
• Manages District records retention program, including appropriate legal retention periods, reviewing and revising destruction schedules, establishing new file categories, develops and revises filing criteria, develops and updates document management procedures.
• Oversees and manages the records center operations involving the documentation of vault records, shelf arrangement, records retention and destruction review utilizing multiple technology tools.
• Prepares and delivers training to staff in the Clerk of the Board office, and for departments with liaison staff implementing records retention policies and processes.
• Monitors and oversees the funding for the District’s mailing expenses; manages the Copy Center Mailroom and oversees the receipt, recording and distribution of District mail.

Please visit https://www.governmentjobs.com/careers/cvwd/classspecs for the full job description.

Minimum Qualifications

MINIMUM QUALIFICATIONS :

Licenses and Certifications:

• Possession of a valid California Driver’s License, to be maintained throughout employment.
• Designation as a Certified Records Manager by the Institute of Certified Records Managers (ICRM) or must be obtained within three years of appointment and maintained throughout employment.

Education: Bachelor’s degree from an accredited college or university with major coursework in business administration, public administration, or a closely related field.

Experience: Five (5) years of progressively responsible experience in records management, with at least three years of experience in government records management and document imagining systems. Two (2) years in a program management and staff supervisory capacity.

Knowledge of:

• Principles and practices of employee supervision, including work planning, assignment, review and evaluation, discipline, and the training of staff in work procedures.
• Principles and practices of leadership.
• Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.
• Basic principles and practices of budget administration and monitoring.
• Principles, practices, methods, and techniques of records management in a public agency.
• Information Governance issues and concerns.
• Generally Accepted Record Keeping Principles.
• Applicable federal, state, and local laws, rules, regulations, and procedures relevant to assigned areas of responsibility.
• Records center operations including retention, retrieval, reduction, and recovery.
• Principles and procedures of record keeping.
• District and mandated safety rules, regulations, and protocols.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and District staff.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.

Ability to:

• Design, implement, and maintain detailed record systems; analyze records management system problems.
• Assist in developing and implementing goals, objectives, practices, policies, procedures, and work standards.
• Advise employees on records retention practices and respond to employee queries; develop training materials and deliver training on records retention.
• Select and supervise staff, provide training and development opportunities, ensure work is performed effectively, and evaluate performance in an objective and positive manner
• Interpret, apply, explain, and ensure compliance with Federal, State, and local policies, procedures, laws, and regulations.
• Identify problems, research, and analyze relevant information, and develop and present recommendations and justification for solutions.
• Perform the most complex work associated with records management.
• Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
• Maintain confidentiality of information.
• Develop and administer a comprehensive records management system (RMS).
• Maintain information and generate reports utilizing computer equipment (EDMS Systems).
• Conceptualize and discern solutions to records information management systems.
• Respond to complaints or inquiries on program operations.
• Prepare clear, effective, and accurate reports, correspondence, and other written materials.
• Ensure the maintenance of accurate logs, records, and written records for the program.
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

The Coachella Valley Water District provides a comprehensive, balanced, and competitive benefits package ensuring employees have many options to meet their healthcare, wellness and/or retirement savings goals. Providing employees with flexibility and support for all the different stages of life. Employees may pay some portion of their benefit premium costs based on the provisions of their labor-negotiated Memorandums of Understanding (MOU's) and the level of coverage they select. Additional information regarding CVWD employee benefits is available at https://www.cvwd.org/176/Benefits .

Closing Date/Time: 9/21/2025 11:59 PM Pacific

Salary:

$9,478.00 - $13,233.00 Monthly