RECORDS, INFORMATION, AND POLICIES MANAGER

Position Title

RECORDS, INFORMATION, AND POLICIES MANAGER

Position Number

346001

FLSA Status

Exempt

Full Time/Part Time

Full Time

Salary

$86,382-$110,593 Annually (Depending on Qualifications)

Job Summary

Under limited direction and with extensive latitude for the use of initiative and independent judgment, completes complex managerial and program administration work overseeing the Records and Information Management, Policies and Procedures, and Records Access and Security Programs. Serves as the Records Management Officer for the utility.

Responsibilities

Develops, leads, manages, administers, and ensures compliance of the records and information management policies, procedures, and program as required by Chapter 203 of the Texas Government Code and the records access and security policies, procedures, and program as required by Chapter 552 of the Texas Government Code. Conducts and coordinates surveys, inspections, or reviews to determine compliance with records management and records access and security requirements, laws, regulations, policies, and procedures to develop and implement effective techniques for evaluating and improving the policies and procedures, and records access and security programs. Develops, maintains, communicates, monitors, and implements standards for policy and procedure writing and manual development.Provides guidance and assists department staff in the planning and development of policies, procedures, and manuals to help ensure accuracy, consistency, and clarity; reviews and approves policies and procedures for policy and procedure standards. Manages publication of policies, procedures, and manuals and creates and updates master index of policies and procedures. Determines records and information management, policies and procedures, and records access and security programs training requirements for staff and develops or oversees development of training materials. Determines the need for and assists in identifying requirements for automating records and information management program and participates with information technology staff and managers to ensure records and information management requirements are considered in the planning and building phases of information technology system selection and implementation projects. Determines appropriate actions regarding storage, retention, duplication, final disposition practices and cost-effective operations for records and works with organization’s executives, legal, department heads and others to ensure record capture, protection, and management of all agency records. Responds and coordinates responses to public information requests, subpoenas, summons and court orders with executives, legal counsel, and staff; and determines appropriate actions regarding the responses. Oversees the Enterprise Content and Records Management (ECRM) platform and coordinates with the Digital Information Platform Department and Information Technology department to ensure the availability and integrity of the ECRM platform. Establishes clear guidelines for set up and ongoing management of classifications, indexing requirements, forms, workflows, retention policies, and all aspects of the ECRM system. Coordinates with departments to incorporate their requirements and ensure the adoption and continued use of the ECRM system in accordance with guidelines. Coordinates with departments for migration of content from network drives and continued compliance with RIM policy as they utilize available content stores on premises and offsite. Supports the establishment and continuance of the BPUB Records Information Management Governance Committee and presides over its activities. Prepares administrative reports, studies, and specialized research projects and is responsible for administering the assigned departmental budget(s). Responsible for the full range of supervisory activities for all assigned staff, including the selection, training, evaluation, counseling, and recommendation for dismissal of employees. May provide leadership, guidance, and technical expertise to multi-disciplined teams comprised of staff, consultants, and/or legal advisors in support of BPUB projects and goals. Completes other job duties as assigned.

Knowledge, Skills, and Abilities

Knowledge important to perform the functions of the job include:

Knowledge of principles and practices of records and information management, policies and procedures, and records access and security programs; Texas State Library and Archives Commission and Texas State Attorney General rules and regulations; local, state, and federal laws governing records and information management and records access and security programs.

Knowledge and skills necessary to administer, implement, and/or maintain non-records information management (RIM) specific functions performed by an organization. This includes budgeting, providing customer service, identifying, and mapping work processes, providing input to management, contract negotiations and monitoring. Knowledge and skills required to systematically manage records and information in all formats from creation or receipt through processing, distribution, organization, storage and retrieval, and disposition. Knowledge and skills necessary to proactively mitigate and manage the potential for damage to or loss of records and information. Knowledge of Microsoft Office programs (including Microsoft Access and Microsoft Project) and the operation and uses of personal computers, basic Network administration practices, hardware and software interoperability for scanning systems, digital media storage and data mining/production.

Skills important to perform the functions of the job include:

Skills in project management; analyzing policies and procedures, decision-making for efficiency and effectiveness, monitoring vendor performance, and developing and managing a budget. Skills necessary to effectively communicate and exchange thoughts, messages, or information by speech, writing, or behavior and to effectively champion the benefits of a records and information management, policies and procedures, and records access and security program within an agency.

Skills necessary to make written and verbal recommendations to company staff, based on research and analysis of complex records and information management, policies and procedures, and records access and security issues and problems. Abilities important to perform the functions of the job include:

Ability to research and analyze records and information management, policies and procedures, and records access and security issues and problems. Ability to provide effective assistance in the management of complex records and information management, policies and procedures, and records access and security programs and coordinate management activities to achieve program’s objectives. Ability to manage the records and information management, policies and procedures, and records access and security programs, lead collaborative workgroups to consensus decision-making, establish priorities and objectives; meet deadlines; develop, implement, and audit policies and procedures, and supervise the work of others. Ability to keep abreast of technological advances in the records and information equipment field. Ability to comprehend workflow processes and document control practices in an enterprise content management (ECM) environment. Ability to analyze public information requests, subpoenas, summons, and court orders and to articulate requirements to departments, citizens, and other agencies or groups.

Ability to establish and maintain effective working relationships with those contacted in the course of work. Ability to communicate clearly and concisely, verbally and in writing and ability to prepare a variety of records, reports, and forms. Must be self-directed, with the ability to determine when additional guidance

Education & Experience Requirements

Bachelor’s degree in Information Sciences, Library Science, Business Administration, Public Administration, or related field plus five (5) years’ experience in records management, policies and procedures or records access and security, three (3) years of which were in a lead, supervisory, or managerial capacity.

Certificates, Licenses, Registrations

Requires a valid Texas Driver License or receipt of a valid Texas Driver’s License within 90 days of relocation to Texas and a safe driving record, as measured by company policy. Accreditation as a Certified Records Manager is required.

A Membership in a professional association related to the position is preferred.

Physical Demands

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 accommodations may be made to enable individuals with disabilities to perform the essential functions. Limited amount of physical effort required associated with walking, lifting, and carrying light objects (less than 40 lbs.). Work is done in a normal office environment with frequent exposures to outdoor temperatures, dirt and dust, and/or disagreeable sights and odors.

Eligibility for Employment

In addition to any and all other qualifications required for employment stated under the Brownsville P.U.B Personnel Policies and Procedures Policy No. 39:

- Prohibit the hiring of any person who is related to BPUB Executive Management within the third degree of Consanguinity or second degree by Affinity;and

- Based on certain prohibitions of the Charter and Statute on nepotism, no person can be hired who shall be related to any member of the Board of Directors or City Commission within the third degree of consanguinity or second degree by affinity.

Posting Detail Information

Posting Number

S612P

Open Until Filled

Yes

Special Instructions Summary