Record Center Supervisor

Laramie County Government; Cheyenne (WY); On-site; USD 55,000 - 85,000; Full time

Job summary

Laramie County Government seeks a Records Center Supervisor to manage daily operations, ensure compliance with public records laws, and lead staff in records handling and imaging. The role includes coordinating with Elections and IT for imaging projects, maintaining security of records, and managing budgets and supplies. The position requires preparedness to train personnel and uphold county standards while interacting with multiple departments.

Qualifications

• Knowledge of records management operations and activities.
• Knowledge of laws and regulations pertaining to the retention/destruction of public records.
• Knowledge of imaging and records/information storage processes.
• Knowledge of supervisory principles, practices, and methods.

Responsibilities

• Oversee the day-to-day operations of the Records Center and coordinate its activities.
• Ensure compliance with retention/destruction laws and regulations for public records.
• Hire, supervise and evaluate staff; coordinate training and approve leave requests.
• Provide logistical support to Elections Division, including equipment testing and distribution of materials.
• Coordinate imaging, storage and access to county records; review records storage contracts and proposals.

Skills

Records management

Logistics planning

Supervisory experience

Inventory management

Security and privacy

Education

High school diploma or equivalent

Job description

Under limited supervision, supervises, plans and coordinates Records Center operations and activities.

(Essential function, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills and other characteristics. This list of tasks is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by positions in this class.)

• Oversee the day-to-day operations and activities of the Record Center; ensures compliance with applicable laws and regulations pertaining to the retention and destruction of public records.
• Hires, supervises and evaluates the performance of assigned personnel; coordinates and/or conducts employee training; verifies time sheets and approves leave requests.
• Provides essential logistical and operational support to Elections Division, including but not limited to equipment testing, deployment and retrieval, inventory and distribution of materials, equipment, and supplies, ensuringcompliance with election security protocols and chain of custody procedures established by the County Clerk or designee.
• Oversees mail processing services including sorting and delivery of mail to County departments.
• Supervises digital imaging and access of County records: conducts training on records handling procedures.
• Coordinates with the Information Technology Department on program upgrades/changes and the development of new software applications.
• Reviews, analyzes and recommends records management information systems, technical tools, equipment, supplies and standards.
• Liaises with relevant divisions and departments to implement and improve records compliance; ensures security, confidentiality, privacy, protection and access of government records; provides technical assistance to County-wide agencies in relation to retention and service issues.
• Coordinates with County, City and State government officers and staff on requirements and procedures for imaging and records/information storage; reviews record services contracts and proposals for the County Clerk and other officials; develops forms used in relation to the transfer, retention and destruction of public records.
• Receives and processes requests for records research for all County departments, Circuit Court and District Court; performs data processing duties; makes recommendations in relation to programming/reprogramming needs.
• Develops and monitors the division budget; monitors supply inventories and coordinates supply vendors; schedules routine equipment maintenance; orders new/replacement equipment as required.
• Performs other duties as assigned or required.

Minimum Qualifications:

High school diploma or equivalent; AND four (4) years records/information management experience, logistics, warehouse, equipment and inventory management including supervisory experience; or an equivalent combination of education, training and experience. Must have a valid driver's license.

Knowledge and Skills:

• Knowledge of records management operations and activities.
• Knowledge of laws and regulations pertaining to the retention/destruction of public records.
• Knowledge of records management systems, logistics, inventory management, warehouse operations or related field.
• Knowledge of imaging and records/information storage processes.
• Knowledge of mail processing services, activities, and standards.
• Knowledge of supervisory principles, practices, and methods.
• Skill in overseeing the day-to-day operations of a records center, warehouse, logistics, equipment and inventory management or similar responsibilities.
• Skill in ensuring the security, protection and access of government records and sensitive election equipment and materials.
• Skill in liaising with relevant parties regarding imaging and records storage.
• Skill in supervising and coordinating mail processing services/activities.
• Skill in effectively supervising, leading, and delegating tasks and authority.

Physical Demands:

• Sits or remains in a stationary position for more than 60% of the workday to perform required computer work and other administrative duties.
• Frequently moves and handles boxes, voting equipment, and other materials weighing up to 50 pounds, including lifting, lowering, and placing equipment and boxes on or from shelves up to 10 feet high. Occasionally moves equipment and boxes weighing up to 75 pounds. Assistance or appropriate equipment may be available when handling heavier or bulky items.
• Frequently ascends and descends ladders to access, retrieve, move, and store boxes and equipment. Employees may be required to safely handle or transport items while using ladders, as appropriate to the task.
• Frequently lifts and moves boxes and equipment weighing up to 50 pounds from low levels, including the floor, and may be required to bend, stoop, squat, or kneel to safely handle items.
• Occasionally operates a cargo van or other larger vehicle to safely transport supplies, equipment, and materials between work locations.
• Frequently communicates information and ideas clearly and accurately to ensure others understand. Must be able to effectively exchange information with coworkers, supervisors, the public, and other stakeholders.
• Frequently observes and reviews details on boxes, mail, computer screens, and other materials to assist with decision‑making and processing.