Job Posting: Records Management Manager

Secretary of State

JC-280982
-
Records Management Manager
STAFF SERVICES MANAGER I

$6,403.00 - $7,954.00 per Month

Final Filing Date: Until Filled

Job Description and Duties

The Secretary of State’s Archives Division (State Archives) is seeking an organized, forward-thinking, and self-motivated leader to join our Management Team. As the Records Management Manager (Staff Services Manager I), you will have the opportunity to oversee statewide records management operations and the implementation of the State Records Management Act. You will report directly to the Assistant Division Chief (Deputy State Archivist) and manage the day-to-day operations of the Records Management and Appraisal Unit (RMA Unit). This position oversees a staff of three Associate Governmental Program Analysts and three Staff Services Analysts.


As the Staff Services Manager I, you will also be responsible for:

 

  • Streamlining and automating statewide records management forms, training, and reporting
  • Reviewing records retention schedules and compliance
  • Establishing and maintaining contacts with state and local agencies, the Legislature, Governor’s Office, and other external organizations
  • Supervising directing, mentoring, coaching, development and evaluating the performance of staff
  • Oversight over daily operations of the Records Management and Appraisal Unit, which is comprised of the California Records and Information Management (CalRIM) Unit and working in collaboration with State Records Appraisal Program (SRAP). This includes setting unit objectives and deliverables, troubleshooting complex issues, and responding to elevated customer inquiries.  
  • Overseeing the Local Government Records Program, providing consultation services for local government agencies regarding records management questions, concerns, policies, and procedures (i.e., records and files arrangements, classifications, and storage - both paper and electronic).
  • Ensuring staff accurately review and approve Records Retention Schedules, records management guidelines, program documentation, forms and related items are completed in a timely manner.
  • Coordinating the appraisal and historical evaluation of state records to determine if they should be transferred to the State Archives for preservation
  • Coordinating the timely transfer of historic records to the State Archives.
  • Overseeing statewide records management training
  • Updating program guidelines and publications, including the State Administrative Manual (SAM) Chapter 1600
  • Preparing unit reports and statistics
  • Bill tracking and providing recommendations
  • Making presentations to external constituencies
  • Disseminating training to internal stakeholders and executive staff on reporting standards and compliance
  • Attending professional conferences 

Applications will be considered according to the established cutoff periods of 12/30/21, 1/28/22, 3/18/2022 and candidates who are the most qualified will be invited to an interview.

    You will find additional information about the job in the Duty Statement.

    Working Conditions

    During the COVID-19 emergency access to the Secretary of State’s building is limited. Applications may be dropped off in the Secretary of State Office’s Rotunda in the secured bin marked Human Resources.

    In response to increases in COVID-19 cases, California Department of Human Resources (CalHR) is implementing COVID-19 testing of all unvaccinated state employees working on site as an additional health and safety standard to protect the state workforce and the public it serves. Any employee seeking exemption from COVID-19 testing must provide evidence of full vaccination status. Until further notice all employees are required to wear face masks while in the workplace.

    Minimum Requirements

    You will find the Minimum Requirements in the Class Specification.

    Additional Documents

    Position Details

    Job Code #:
    JC-280982
    Position #(s):
    785-300-4800-003
    Working Title:
    Records Management Manager
    Classification:
    STAFF SERVICES MANAGER I
    $6,403.00 - $7,954.00
    # of Positions:
    1
    Work Location:
    Sacramento County
    Job Type:
    Permanent, Full Time

    Department Information


    The California State Archives (Archives Division) collects, protects, and provides access to historical records of all three branches of California state government, as well as some local government and private donation records, documenting California’s rich and diverse history. Created by California’s first law, the State Archives is a critical part of California’s state government, preserving the history of the state and its people for over 171 years. The State Archives’ collections include more than 350 million one-of-a-kind records that are in a variety of formats, including documents, bound volumes, maps and architectural drawings, electronic records, photographs, audio-visual materials, and artifacts. The State Archives also administers the State Records Management Act, providing records management training and guidance to state agencies. The position works in a secured environment and is in downtown Sacramento, near Light Rail, K Street Mall, and other amenities.

    Special Requirements

    Supplemental Questionnaire:

    The response to the Supplemental Questionnaire listed below and should be no more than two (2) pages typed, using business professional font, font size and formatting. Responses do not need to include the question but must be numbered in the same order. Applications submitted without the Supplemental Information will not be considered.

     

    Applicants must answer the following questions:  

     

    1. Describe your areas of expertise, distinguishing qualifications, and experience in a leadership role that show how you meet the desirable qualifications of this position.
    2. Describe a situation in which you took a lead role to streamline or automate a process or procedure in your organization.
    3. Describe your experience and role working in a records management program within an organization, including updating or applying records retention schedules. Include your strategies for ensuring the records management program and backlogs were successfully addressed.
    4. Share your process for delegating tasks to a team, tracking your progress and expectation setting.

    Application Instructions

    Dates printed on Mobile Bar Codes, such as the Quick Response (QR) Codes available at the USPS, are not considered Postmark dates for the purpose of determining timely filing of an application.

    Final Filing Date: Until Filled

    Who May Apply

    Individuals who are currently in the classification, eligible for lateral transfer, eligible for reinstatement, have list eligibility, are in the process of obtaining list eligibility, or have SROA and/or Surplus eligibility (please attach your letter, if available). SROA and Surplus candidates are given priority; therefore, individuals with other eligibility may be considered in the event no SROA or Surplus candidates apply.

    Applications will be screened and only the most qualified applicants will be selected to move forward in the selection process.     Applicants must meet the Minimum Qualifications stated in the Classification Specification(s).

    How To Apply

    Complete Application Packages (including your Examination/Employment Application (STD 678) and applicable or required documents) must be submitted to apply for this Job Posting. Application Packages may be submitted electronically through your CalCareer Account at www.CalCareers.ca.gov. When submitting your application in hard copy, a completed copy of the Application Package listing must be included. If you choose to not apply electronically, a hard copy application package may be submitted through an alternative method listed below:

    Address for Mailing Application Packages

    You may submit your application and any applicable or required documents to:

    Secretary of State
    Attn: Justin Austin
    1500 11th St - 4th Floor - Suite 475
    Sacramento, CA 95814

    Address for Drop-Off Application Packages

    You may drop off your application and any applicable or required documents at:

    Secretary of State
    Justin Austin
    1500 11th St - 4th Floor - Suite 475
    Sacramento, CA 95814
    08:00 AM - 05:00 PM

    Required Application Package Documents

    The following items are required to be submitted with your application. Applicants who do not submit the required items timely may not be considered for this job:

    • Current version of the State Examination/Employment Application STD Form 678 (when not applying electronically), or the Electronic State Employment Application through your Applicant Account at www.CalCareers.ca.gov. All Experience and Education relating to the Minimum Qualifications listed on the Classification Specification should be included to demonstrate how you meet the Minimum Qualifications for the position.
    • Supplemental Application - Applicants must submit a Supplemental Questionnaire which addresses the questions listed above. Application packages that do not follow directions will be removed from consideration.
    Applicants requiring reasonable accommodations for the hiring interview process must request the necessary accommodations if scheduled for a hiring interview. The request should be made at the time of contact to schedule the interview. Questions regarding reasonable accommodations may be directed to the EEO contact listed on this job posting.

    Desirable Qualifications

    In addition to evaluating each candidate's relative ability, as demonstrated by quality and breadth of experience, the following factors will provide the basis for competitively evaluating each candidate:

    Desirable Qualifications: The most desirable candidate will posses the following knowledge, skills and abilities.

    • Creative, innovative, and a motivated self-starter  
    • Innovative leader with a demonstrated ability to lead a team, build strong working relationships, and foster a positive work environment
    • Minimum of 3-5 years’ experience working with institutional records (paper and or electronic)
    • Ability to work independently and manage multiple priorities
    • Collaborative multiple program intuitive experience
    • MLIS from an ALA-accredited program with an emphasis in records management or Masters in archival management with a CRM Certified Records Manager certificate desired.
    • Lean Belt certified
    • Extensive supervisory experience
    • Experience reviewing state and federal law to determine division policies and/or procedures
    • Excellent oral and written communication skills
    • Knowledge of the California State Archives, state government history, the state budgetary process, the state legislative process, state personnel practices, and/or trends in public administration 
    • Ability to excel in a challenging, complex, and often time-sensitive environment
    • Demonstrated skills working with high performing teams in change management and conflict resolution
    • Flexible and adaptable to change

    Benefits

    Benefit information can be found on the CalHR website and the CalPERS website.

    Contact Information

    The Human Resources Contact is available to answer questions regarding the position or application process.

    Human Resources Contact:
    Justin Austin
    (916) 695-6974
    justin.austin@sos.ca.gov

    Please direct requests for Reasonable Accommodations to the interview scheduler at the time the interview is being scheduled. You may direct any additional questions regarding Reasonable Accommodations or Equal Employment Opportunity for this position(s) to the Department's EEO Office.

    EEO Contact:
    Ashley Boyer
    (916) 653-6974
    aboyer@sos.ca.gov
    California Relay Service: 1-800-735-2929 (TTY), 1-800-735-2922 (Voice) TTY is a Telecommunications Device for the Deaf, and is reachable only from phones equipped with a TTY Device.

    Equal Opportunity Employer

    The State of California is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.

    It is an objective of the State of California to achieve a drug-free work place. Any applicant for state employment will be expected to behave in accordance with this objective because the use of illegal drugs is inconsistent with the law of the State, the rules governing Civil Service, and the special trust placed in public servants.