SUPERVISOR RECORDS MANAGEMENT DEFINITION:
Under direction of a supervisory official, assists in the administration of a records management program and in the establishment of policies and procedures necessary to carry out that program; acts in place of the supervising official; does other related duties as required.
NOTE: The definition and 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:
Supervises the work of staff assigned to a records and forms program, and may supervise the records and retrieval section and microfilm storage section.
Develops records and forms management programs through application of current concepts of internal records and forms management, and evaluates their cost effectiveness and efficiency.
May design forms used in a record management program.
Plans, develops, and conducts analytical studies to aid implementation of records and forms management programs, and consults with officials and operational and support units in the application of their records management program.
Assists in administrative planning, budget formulation, and development of policies and procedures for records and forms management programs.
Drafts record retention and disposal schedules for various classes of records, and provides this information to managers, supervisors, and other officials.
Designs and recommends forms management programs which will reduce the production and duplication of forms and thus production of records.
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.
Prepares clear, accurate, technically sound, and detailed reports containing findings, conclusions, and recommendations regarding the establishment and maintenance of records.
Supervises the maintenance of essential records, inventories, and files.
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.
Eight (8) years of professional experience in record storage, one (1) of which shall have been in a supervisory capacity involving records management.
OR
Possession of a bachelor's degree from an accredited college or university; and four (4) years of the above-mentioned professional experience, one (1) of which shall have been in a supervisory capacity involving records management.
Possession of a master's degree in Public Administration, Business Administration, Economics, Finance, Accounting, History, or Library Science from an accredited college or university; and three (3) years of the above-mentioned professional experience, one (1) of which shall have been in a supervisory capacity involving records management.
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 records management practices, procedures, problems, and analysis, and the functioning of a records center, and of administrative practices and procedures regarding same.
Knowledge of pertinent state laws, regulations, rules, standards, policies, and procedures pertaining to records management and a records center after a period of training.
Knowledge of the operations of a records storage center.
Knowledge of records management practices and techniques and their application.
Knowledge of and skill in supervisory techniques.
Knowledge of various optical disks, microfilms, and forms management and computer systems, and their use in records management.
Ability to coordinate work programs with department or agency units.
Ability to assist in the organization of assigned technical analysis and evaluation related work, and develop effective work methods.
Ability to implement policies for the establishment and operation of a records center.
Ability to assist in the supervision of a forms control program.
Ability to assist with policy guidance and the preparation of records retention schedules, outlining the essential steps to be taken in the formulation of a records management program.
Ability to make and supervise continuing studies and analyses to determine records requirements.
Ability to assign, instruct, and supervise technical staff.
Ability to make and supervise field investigations on matters relating to records management, carry out and supervise assigned investigations, surveys, studies, and research activities, and to report thereon.
Ability to prepare clear, sound, accurate, and informative reports on records management practices containing findings, analyses, conclusions, and recommendations.
Ability to supervise the establishment and maintenance of essential records and files.
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, or 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.
