Enterprise Records Manager

J  o  b    D  e  s  c  r  i  p  t  i  o  n

Job Information

Title:

Enterprise Records Manager

Market Range:

IT16

Approved Date:

2/2/2021 4:31:06 PM

FLSA:

Exempt

EEO Code:

PROFESSIONALS

Career Level:

M2

Career Level Description:

Management Level 2

Job Code:

100308

Job Family:

Information Technology

Sub Family:

IT Security

Primary Purpose

Manages the development, design, implementation, operation, and maintenance of a County-wide records management program, which establishes policies, procedures, assessments, and remedial actions necessary for all Wake County operations to comply with all record retention, data retention, and records management requirements, including creating and overseeing the strategic records management framework.

•

Develops, implements, manages, and administers the Enterprise Records Management policy and supporting processes, governing the creation, maintenance, preservation, use, and disposition of all physical and electronic records, data, and information in compliance with approved records retention schedules, North Carolina records retention requirements, state and federal statutes, and other legal requirements.

1

20%

•

Provides guidance to all departments to identify appropriate resources to serve as records coordinators for each system or process.  Works with assigned records coordinators in each department to identify records which meet the provisions of state and federal law, code, and regulations, and developing a complete set of departmental records requirements. Analyzes and determines the necessary lifecycles for various records types, provides expert advice and guidance on the development and maintenance of department processes, procedures, and practices in accordance with the Enterprise Records Management program and industry best practices. Periodically audits and reviews departmental procedures and practices for compliance with defined policies and best practices.

2

30%

•

Evaluates and recommends systems to be used for the storage of electronic records to identify the official system of record for each record type. Develops standards and procedures for each system of record and makes recommendations for new systems supporting proper records management. Works with Information Services in the development, installation, and maintenance of all integrated electronic records management systems to support the capture, storage, and retrieval of information records as defined by the Enterprise Records Management program and related retention schedules.  Assists with the development and design of a disaster prevention/recovery strategy and business continuity strategy for information records.

3

20%

•

Collaborates with multiple departments to develop a comprehensive records management training program. Performs training of departmental staff; provides guidance on legal requirements, and documents standards and appropriate procedures for preserving, storing, retrieving, retaining, and destroying records in accordance with Wake County policies and procedures.

4

20%

•

Collaborates with Legal and departmental staff to automate and streamline processes for responses to Public Records Act requests, ensuring the privacy of confidential materials and retrieval and reproduction of records in accordance with all legal and regulatory requirements. Provides guidance to departmental staff regarding the appropriate system of record and location of requested records and may be required to assist with the development of queries to search across multiple records databases as necessary to locate requested records.

5

10%

Position(s) may perform other duties in addition to the above as assigned by management.

*IMPORTANT* In the event of an emergency, as determined by the County Manager or designee, participation in preparedness and response operations should be expected. Employee may be required to fill a temporary assignment in a role different from standard duties, work hours and/or work location in preparation for, during and after the emergency. Employee may also be required to participate in relevant exercises and regular preparedness training.

Career Level Dimensions

Career Level:

M2

Career Level Description:

Management Level 2

•

Fully accountable for implementing operational plans for a Work Group with measurable contribution on Division results.

•

May have budget accountability.

•

Responsible for making moderate improvements of processes, systems or standards to enhance performance of the Work Group.

•

Supports and utilizes the innovations of others to improve on solutions, approaches and technologies.

•

Communicates within and outside the Work Group, and may communicate with other parties within the Division.

•

Sometimes requires ability to influence others outside of own job area on policies, practices and procedures.

•

Manages professionals. Leads, directs and reviews the work of team members in order to accomplish operational plans and results.

•

Has hiring, firing, promotion, performance and reward authority for direct reports.

•

Requires practical knowledge in leading and managing the execution of processes, projects and tactics within one job area. Typically has advanced knowledge and skills within a specific technical or professional discipline with understanding of the impact of work on other areas of the organization.

Qualifications

•

Bachelor's degree in Library and Information Science, Business Administration, Public Administration, Information Management, or Social Science

•

Four years of experience in Records Management, Regulatory Compliance, Internal Audit, or Risk & Control

•

Equivalent education and experience are accepted

•

Certified Records Manager (CRM)

Upon Hire

or

•

Information Governance Professional (IGP)

Upon Hire

•

Knowledge of the principles, best practices, and requirements of records management and records retention for electronic and paper records.

•

Knowledge and experience administering and maintaining records management systems.

•

Knowledge and experience providing oversight for records organization, classification, storage, access, retention, and destruction.

•

Knowledge and experience with business concepts, such as metadata management, taxonomies, enterprise search and discovery, litigation hold, information quality, and data mining.

•

Knowledge of the principles and practices of project lifecycle management, including planning, budgeting, scheduling, procurement, implementation, and ongoing support.

•

Familiarity with ISO 15489 – International Standard for Records Management and DoD 5015.2 Standards.

•

Demonstrated exceptional communication skills and ability to clearly discuss and convey complex information technology concepts and terminology with both technical and non-technical staff at all levels within and outside the County.

•

Ability to work well with people from many different disciplines with varying degrees of technical experience.

•

Ability to market new concepts and champion change.

An individual must be able to perform each essential duty satisfactorily to perform this job successfully. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Competencies

Adaptability & Flexibility

Changes behavioral style or method of approach when necessary to achieve a goal; adjusts style as appropriate to the needs of the situation. Responds to change with a positive attitude and a willingness to learn new ways to accomplish work activities and objectives.

Consulting

Applies knowledge of policies and procedures in the area of work to advise others across the organization on critical issues.

Results Orientation

Demonstrates concern for achieving or surpassing results against an internal or external standard of excellence. Shows a passion for improving the delivery of services with a commitment to continuous improvement.

Change Management

Initiates and/or manages the change process and energizes it on an ongoing basis, taking steps to remove barriers or accelerate its pace.

Coaching & Mentoring

Works to improve and reinforce performance of others. Facilitates their skill development by providing clear, behaviorally specific performance feedback, and making or eliciting specific suggestions for improvement in a manner that builds confidence and maintains self-esteem.

Relationship Building

Builds constructive working relationships characterized by a high level of acceptance, cooperation, and mutual respect.

Integrity

Act with honesty, transparency and respect in our interactions with co-workers and those we serve. Adhere, without exception, to laws, policies, procedures and professional standards.

Accountability

Establish high-quality standards for work. Add value. Measure results and hold self and others accountable for making progress toward desired outcomes. Take a logical and data-driven approach to decision-making.

Diversity

Believe that different backgrounds and experiences strengthen the organization and produce better results. Value inclusion across race, gender, age, religion, identity and experience, and strive to reflect in our workforce the diversity of our community.

Collaboration

Foster a work culture in which different ideas and opinions are encouraged and expected. Listen carefully and speak thoughtfully. Work together toward shared goals with mutual respect and cooperation.

Continuous Improvement

Continuously improve work processes and products. Provide a safe environment to be innovative and creative and try new things. When things don't go as planned, use it as an opportunity to learn, regroup and begin again. Provide time and resources for individuals to grow and develop both personally and professionally.

Wellness

Take proactive steps to be physically fit and healthy, emotionally strong, financially secure and socially fulfilled, while inspiring and empowering others to do the same.

Service Orientation

Commit to making a difference within the community. Actively engage in and enjoy our work. Deliver services that exceed expectations, with courtesy, politeness and sensitivity to the experiences, concerns and feelings of all co-workers and customers.

ADA Checklist

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

Standard ADA Selection:

Office Environment

Standing

X

Walking

X

Sitting

X

Lifting/Carrying 0-10 pounds

X

Lifting/Carrying 10-20 pounds

X

Lifting/Carrying 20-50 pounds

X

Lifting/Carrying 50-100 pounds

X

Pushing

X

Pulling

X

Climbing

X

Balancing

X

Stooping

X

Kneeling

X

Crouching

X

Crawling

X

Reaching

X

Handling

X

Grasping

X

Fingering

X

Feeling

X

Talking

X

Hearing

X

Visual Perception

X

Repetitive Motions

X

Eye/Hand/Foot Coordination

X

Memorization/Concentration

X

Learning/Knowledge Retention

X

Preparing/Analyzing Numerical Figures

X

Use of Interfaced Commmunication Devices (Phone, Computer, Radio etc.)

X

Analyzing/Examining/Testing Data

X

Emotional/Behavioral Self-Regulation

X

Interacting with Others

X

Comprehension

X

Organization

X

Decision Making

X

Comprehension

Understand complex problems and collaborate to explore alternative solutions

Organization

Organize and prioritize the work schedules of others to manage multiple tasks and/or projects

Decision Making

Make decisions that have significant impact on a department's credibility, operations and/or services

Communication

Communicate in-depth information for the purpose of interpreting and/or negotiating

Extreme cold

X

Extreme heat

X

Humid

X

Wet

X

Noise

X

Hazards

X

Temperature Change

X

Atmospheric Conditions

X

Vibration

X

Computers/Monitors

X