SENIOR MANAGER, RECORDS MANAGEMENT

Requisition ID 2024-130477
Position Category
Manager/Supervisor
Location
DOCUMENT MANAGEMENT
Location Address
6501 MAGIC WAY
Posting End Date
6/17/2024 11:59 PM
Work Days and Hours
12 months, 8 hours per day

Compensation

Overview

The Records Management Senior Manager serves as a strategic, consultative, business partner to Legal Services, schools, and district work locations. The senior manager must demonstrate strong analytical, problem solving, organizational, interpersonal, and communication skills in order to drive and facilitate records management strategies within responsibilities. This position should provide office leadership, resource allocation, and coordination with Legal Services and Executive Leadership.

Responsibilities and Qualifications

QUALIFICATIONS:



  1. Bachelor’s degree in information systems, library science, business administration, or related field from an accredited institution or an equivalent combination related education, training and/or experience which provides the required knowledge, skills, and abilities to perform the essential job junction.

  2. Five (5) years of demonstrated experience in understanding and enforcement of Florida Statutes and Florida Administrative Code as they pertain to Public Records, and/or enterprise content management with demonstrated project management skills. . Must have two (2) years of supervisory experience.

  3. Evidence of successful experience in organizing a large records management program which includes creation, maintenance, and disposition of records in a governmental agency setting.

  4. Experience using Microsoft Suite, Adobe Pro, and large enterprise content management solutions preferred.



KNOWLEDGE, SKILLS AND ABILITIES:
Knowledge of Florida Statutes, public record laws, Florida Rules of Civil Procedure, Florida Rules of Court, federal judicial procedures, and Government in the Sunshine requirements. Ability to remain current with Florida statutes, specifically records management and public records. Must be able to independently perform legal research and analysis. Must be able to problem solve, work independently, use own discretion and judgement and be accountable for results. Excellent oral, written communications skills and interpersonal skills. Time management, attention to detail and organizational skills are essential. Knowledge of managing and supervising employees. Must be computer literate and have advanced knowledge of software applications, specifically ECM’s and maintain records visible for record storage or distribution.

REPORTS TO: Senior Administrator, Document Management

SUPERVISES: Manager, Records Management, Senior Specialist and District Records Management Specialist

MACHINES, TOOLS, EQUIPMENT:
Machines, tools, equipment, electronic devices, vehicles, etc., used in this position. Telephone, Computer, (Personal Computer and Mainframe), Automobile, Copier

PHYSICAL REQUIREMENTS:
Describes physical conditions of this position.

Light Work: Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently. If the use of arm and/or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated as Light Work.

PHYSICAL ACTIVITY:
Physical activities of this position. Percent of a typical day involved in each applicable activity is noted.

Percentage
70 Sitting: Resting with the body supported by the buttocks or thighs.
10 Standing: Assuming an upright position on the feet, particularly for sustained periods of time.
10 Walking: Moving about on foot to accomplish tasks, particularly for long distances.
5 Bending: Lowering the body forward from the waist.
5 Reaching: Extending hand(s) and arm(s) in any direction.
5 Lifting: Raising objects from a lower to a higher position or moving objects horizontally from position-to-position through the use of the upper extremities and back muscles exerting up to 10 pounds of force.
80 Finger Dexterity: Picking, pinching, typing or otherwise working primarily with fingers rather than with the whole hand or arm.
70 Grasping: Applying pressure to an object with the fingers and palm.
90 Talking: Expressing or exchanging ideas by means of the spoken word. Those activities in which detailed or important spoken instructions must be conveyed accurately, loudly or quickly.
90 Hearing Acuity: The ability to perceive speech and other environmental sounds at normal loudness levels.
90 Visual Acuity: The power to see at a level which allows reading of numbers and text, operation of equipment, inspection of machines, etc.

Note: Will total more than 100 percent as several activities may be performed at one time.

WORKING CONDITIONS:
Conditions the worker will be subject to in this position.

Indoors and Outdoors: The worker is subject to both environmental conditions. Activities occur inside and outside.

PERFORMANCE RESPONSIBILITIES:
* Manifests a professional code of ethics and values.
* Responds to internal and external customers in a timely, accurate, courteous and empathetic manner representing OCPS in a positive light.
* Models the routine, intentional and effective use of technology in daily work, including communications, organization and management tasks.
* Assist Senior Administrator in the development, coordination, and oversee a districtwide records management program according to requirements in Chapter 257.36, Florida Statutes.
* Develops policies and procedures in accordance with all applicable statutes and regulations pertinent to records management and electronic records, including but not limited to a records management manual.
* Provides guidance, training, and information to principals and directors regarding records creation, storage, maintenance, production/inspection, retention, and disposal requirements.
* Provide support to district leadership with questions or concerns regarding public records management. Investigates, acquires, and evaluates/reviews documents for compliance with Section 119.07 F.S. ensuring all exemptions are redacted prior to the releasing of records in response to requests.
* May be responsible for interaction with union members, local/state/federal authorities, regarding grievances, legislation, regulations, and lawsuits that involve district employees, and students. Work in conjunction with school district legal counsel to gather background data for pending litigation.
* Coordinates the implementation and use of records management projects, including installation, training and troubleshooting of content management solutions in various schools and departments.
* Provides leadership working with assigned staff through mentoring, coaching, and communication of work priorities as established by the learning communities and district administrative offices.
* Support the Senior Administrator in identifying strategies and initiatives for the district and Records Management. Follow the district’s policies and procedures as related to all HRMD guidelines, executive limitations, the district’s instructional initiatives, and the school district’s charter guidelines.
* Follow the district’s policies and procedures as related to fixed assets.
* Develop leadership in subordinates.
* Responsible for keeping up to date on current technology being used by OCPS. With the support of the district, attends training to ensure skill level in various technologies is at the level required to perform in current position.
* Responsible for maintaining timely and accurate information and accountable for the quality of information maintained by those they supervise.
* Responsible for self-development and keeping up to date on current research, trends and best practices relevant to the area of responsibility.

Perform other duties and responsibilities as assigned by supervisor.

* Essential Performance Responsibilities

TERMS OF EMPLOYMENT:
Non-bargaining unit compensation plan, twelve months, 8.0 hours per day.

EVALUATION:
Performance of this job will be evaluated in accordance with provisions of the Board’s policy on evaluation of personnel.

05/01/2021

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