RECORDS MANAGER DEFINITION:
Under direction, plans, organizes, directs, and coordinates all activities involved in management of a comprehensive records storage, retrieval, maintenance, and disposal system; does other related duties as required.
NOTE: The examples of work for this title are for illustrative purposes only. A particular position using this title may not perform all duties listed in this job specification. Conversely, all duties performed on the job may not be listed.
EXAMPLES OF WORK:
Plans, develops, and administers records management policies and programs designed to facilitate effective and efficient handling of records.
Plans development and implementation of records management policies and procedures intended to standardize filing, storage, and retrieval of records, reports, and other information contained on paper, microfilm, computer program, or other media.
Coordinates and directs activities involved with records management analysis, reports analysis, and supporting technical, clerical, micrographic, and printing services.
Evaluates staff reports, utilizing knowledge of principles of records and information management, administrative processes and systems, cost control, government record keeping requirements, and organizational objectives.
Confers with other administrators to ensure compliance with policies, procedures, and practices of records management program.
Plans, organizes, and assigns work of the organizational unit and evaluates employee performance and conduct, enabling the effective recommendation of the hiring, firing, promoting, and disciplining of subordinates.
Reviews, evaluates, and coordinates record inventory forms.
Reviews retention periods for compliance with federal and state regulations.
Ensures that records are classified, maintained, retained, microfilmed, and destroyed in accord with policies established by the NJ Division of Archives and Records Management.
Confers with department, division, and bureau heads regarding their recordkeeping problems, and recommends solutions.
Establishes the time, manner, and form in which records are to be sent to the Record's Storage Center.
Supervises the necessary reference services in connection with the Records Center.
Is responsible for disposal of records approved for destruction.
Formulates rules and regulations for carrying out the planned policy and procedure on record operations.
Supervises and directs the servicing, security, and processing of records in the Records Storage Center. Supervises the microfilming of records by microfilm operators and microfilm storage by establishing policies, procedures, and guidelines for microfilming and program schedules, and participates in training seminars and sessions on records maintenance.
Determines need for equipment, materials, and supplies, and prepares requisitions for such supplies.
Reviews all revisions necessary where new program or functions are added to the operations of a department, division, or bureau, or wherever existing programs or functions require changes in recordkeeping operations.
Supervises large filing operations and personnel engaged in these operations.
Directs the maintenance of essential records.
Plans and implements an automated records inventory procedure.
Designs forms to be used in conjunction with the records management program and for the control of records.
Evaluates present forms for effectiveness and makes appropriate recommendations to superiors.
Conducts studies and interviews with department heads and their staffs to determine workflow, information flow, record use, frequency and pattern, and so forth.
Evaluates department records to determine retention requirements, methods of storage, space needs, and so forth.
Establishes policies, procedures, and guidelines for micrographic programs.
Establishes and monitors standards for production and quality of micrographic materials.
Evaluates new and existing legislation as it pertains to requirements retention, accessibility, format, destruction, and so forth.
Prepares annual budget for the operations of the records management service.
Will be required to learn to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.
REQUIREMENTS:
NOTE:Applicants must meet one of the following or a combination of both experience and education. Thirty (30) semester hour credits are equal to one (1) year of relevant experience.
Nine (9) years of professional experience in the planning and development of records management programs and procedures and/or the review, analysis, and evaluation of record maintenance systems and recommendations for improved methods of operation.
OR
Possession of a bachelor's degree from an accredited college or university; and five (5) years of the above-mentioned professional experience.
NOTE:"Professional experience" refers to work that is creative, analytical, evaluative, and interpretive; requires a range and depth of specialized knowledge of the profession's principles, concepts, theories, and practices; and is performed with the authority to act according to one's own judgment and make accurate and informed decisions.
LICENSE:
Appointee will be required to possess a driver's license valid in New Jersey only if the operation of a vehicle, rather than employee mobility, is necessary to perform the essential duties of the position.
KNOWLEDGE AND ABILITIES:
Knowledge of rules and regulations concerned with record retention as established by the NJ Division of Archives and Records Management and regarding inventory, cataloging, storage, microfilming, and destruction of records.
Knowledge of office routines, practices, procedures, machines, and equipment, and record retention practices after a period of training.
Knowledge of filing operations and systems used throughout the various departments, bureaus, and divisions of the jurisdiction after a period of training.
Ability to give assignments and instructions to employees of the unit and to supervise the performance of their work.
Ability to plan, organize, and supervise the record retention and disposal program of the jurisdiction.
Ability to establish procedures for orderly transfer of records to and within the Records Storage Center.
Ability to supervise and direct the servicing, security, and processing of records in the records center.
Ability to direct extensive, complex filing activities in such a manner as to provide quick and accurate service, and to review the work of the departments, bureaus, or divisions.
Ability to determine the need for, develop, and install revisions, adaptations, and changes in filing procedures.
Ability to requisition needed equipment, materials, and supplies.
Ability to prepare factual reports.
Ability to maintain essential records.
Ability to analyze and apply principles of records management.
Ability to effectively communicate procedures and policies to others.
Ability to analyze existing records retention and maintenance procedures, recognize problem areas, and recommend effective solutions.
Ability to prepare clear and concise procedures information for use by others.
Ability to work harmoniously and effectively with others.
Ability to supervise the maintenance of records stored in various locations.
Ability to learn to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.
Ability to read, write, speak, understand, and communicate in English sufficiently to perform the duties of this position. American Sign Language or Braille may also be considered as acceptable forms of communication.
Persons with mental or physical disabilities are eligible as long as they can perform the essential functions of the job after reasonable accommodation is made to their known limitations. If the accommodation cannot be made because it would cause the employer undue hardship, such persons may not be eligible.
