Title:                      Manager, Records Systems and Data Security

Department:         Student Support Services 

Union Affiliation:     Not Represented by a Union 

Salary Range:       $78,898 - $100,247

Job Summary

Manages and structures the day-to-day business of the Employee Archives and Records Management office and oversees the conversion from paper-driven to an electronic employee records system. Develops and implements best practices for employee records management, researches and resolves problems to ensure adherence to procedures. Works closely with policy level administrators and other school officials regarding management of confidential information. Works with IT to assure that any systems by IT are administered and deployed to assure integration and compliance with records management principles. The Manager, Records Systems and Data Security will also serve as the strategic lead on records management technology implementation and represent the department in matters relating to document management.    

Essential Functions

•   Oversees records and information management operations, projects and services.

•   Creates and manages data map from source to final output.

•   Creates and manages core taxonomies for electronic records and physical documents/records.

•   Provides day-to-day supervision of employee records’ staff in the delivery of records processing and customer service; coordinates the activities of staff to ensure timely completion of projects and manages the overall workflow structure and staffing assignments.

•   Establishes and implements office and records management policies, procedures and protocol; develops programs for effective records management, file maintenance, records disposition and vital records protection.

•   Collects and disseminates records management information, technological developments, and other records-management related activities.

•   Ensures appropriate facility and system (Application Xtender, records area) access, set-up and release of employee records. 

•   Ensures District compliance with the various archival and retention rules and regulations.

•   Implements and maintains retention schedules, manages inventory and tracking systems, records classification, file maintenance, retrieval requests, on-site storage services and other project activities and services to meet customer requirements.

•   Establishes standards, procedures and guidelines for decentralized archival of employment information. 

•   Develops and implements best practices for employee records management, office management and customer service.

•   Confers with policy level administrators and other school officials on records management and retrieval of confidential information.

•   Establishes and maintains an office and records management quality assurance and business contingency program.

•   Designs and institutes quality controls, operating standards and process metrics.

•   Oversees the conversion from a paper driven to a digitally driven employee’s records system.

•   Serves as the strategic lead on the identification, business case development, process and system implementation of records management technology; responds to assigned contractors’ requests for information and/or administrative assistance. 

•   Prepares a project plan for each assigned contract utilizing project management software; monitors and prepares reports on the project plan.

•   Researches problems to ensure adherence to established procedures; ensures that new employees and/or employee changes are programmed into the system.  

•   Represents the department on various committees related to Employee Records.