RECORDS MANAGER

Tuolumne County; California; Presencial; USD 85 000 - 115 000; Tempo integral

Resumo da oferta

Tuolumne County is seeking a Records Manager to coordinate and oversee the County’s Records Management and Archive programs. You will develop policies, manage budgets, and supervise volunteers while ensuring legal compliance and archival standards.

The role requires independent judgment, program development, and collaboration with county staff and historians to preserve important records.

Qualificações

• Equivalent to completion of twelfth grade, supplemented by at least two years of coursework in library science, records, or archive management or a related field.
• Five years of experience in records management and/or archives management, preferably in a governmental or library organization.
• Possession of a California driver’s license and a satisfactory driving record is preferred.

Responsabilidades

• Plan, organize, and coordinate the County Records Management and Archive division, establishing priorities and program objectives.
• Develop and enforce policies for the efficient control and operation of records and archives programs.
• Coordinate budget planning and grant applications related to records management and archives.
• Supervise volunteers and staff, providing training, schedules, and guidance.
• Advise County departments on records management policies and services and develop disposition schedules.

Conhecimentos

Supervision

Planning & organizing

Research

Communication

Formação académica

High school diploma + 2 years records/archives coursework

Descrição da oferta de emprego

INTERVIEWS WILL BE CONDUCTED DECEMBER 2, 2026

Under general direction, coordinates, plans, organizes, and manages the County’s records management system in accordance with administrative, legal, fiscal and historical requirements; oversees the maintenance and storage of legally mandated public records and the historical archives; develops and maintains records retention schedule according to County guidelines; assists in the preparation and maintenance of the annual archive budget; and performs related duties as required.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from the Assessor/Recorder. Exercises supervision over volunteers.

CLASS CHARACTERISTICS

This is a management level classification with responsibility for the county’s Records Management and Archive programs. The Records Manager oversees and coordinates volunteers assigned to the County Records Center and Archive facilities. Incumbents are expected to independently perform the full range of records management duties as assigned. Performance of the work requires the use of considerable independence, initiative, and discretion within established guidelines.

(Illustrative Only)

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Plans, organizes, and coordinates the activities and operations of the County Records Management and Archive division; determines and establishes priorities; develops, communicates, and enforces policies, procedures, and program objectives.
• Makes policy recommendations; establishing procedures for the efficient, cost-effective control and operation of the County’s Records Management and Archive programs, including the creation, use, storage, and disposition of County records.
• Assists in the development and administration of the records center and archive annual budgets; plans and develops cost estimates for new or revised program elements; orders and purchases supplies and equipment.

• Assists in the recruitment and selection of volunteer staff and provides recommendations; provides training, orientation, and guidance to volunteers; prepares weekly and daily schedules.

• Coordinates and participates in the development of the County archive program, prepares manuals for records management and archive procedures and operations; prepares and maintains various records and reports.
• Advises and assists County departments and staff on records management policies and services; develops and implements records disposition schedules for each department.
• Examines and appraises County records for their historical value in conjunction with authorized County staff such as the County Historian and other local and state historians.
• Ensures records management systems conform to appropriate legal rules and regulations.
• Coordinates the operation of the County archive building, hours of operation, and access by the public.
• Prepares and assists in preparing grant applications.
• Cooperates with volunteer organizations in research, cataloging, and preservation of County historical records.
• Makes presentations to the public and county departments on record center and archive contents and capabilities.
• Assists members of the public in research and utilization of the County archives and records management systems.

• Attends and participates in professional group meetings; stays abreast of new trends and innovations in assigned area of responsibility; researches emerging products and enhancements and their applicability to County needs.
• Monitors changes in regulations and technology that may affect operations; implements policy and procedural changes after approval.
• Performs other related duties as assigned.

Knowledge of:

• Philosophy, trends, techniques, practices, principles and current developments associated with public agency records management including legal requirements for recording, retention, and disclosure.
• Applicable federal, state, and local laws,regulatory codes, ordinances, and proceduresrelevant to records and archive management including the Public Records Act and the Freedom of Information Act.
• Principles and practices of supervision including work planning, assignment, and review.
• Archive management, including acquisition, public access and preservation techniques.
• Recent and on-going developments, current literature, and sources of information relevant to records and archive management.
• Grant and contract administration practices.
• Principles and procedures related to budgetary preparation, control, and development.
• Modern office practices, methods, and computer equipment and applications related to the work.
• English usage, grammar, spelling, vocabulary, and punctuation.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and County staff.

Ability to:

• Develop and implement goals, objectives, policies, procedures, work standards, and internal controls for the records and archive management.
• Plan, organize, manage, and coordinate volunteers and consultants.
• Analyze and evaluate work, plan programs, and assist in budget planning, and grant applications.
• Represent the County effectively in meetings with others and make presentations to various groups.
• Establish and maintain a variety of filing, record-keeping, and tracking systems.
• Interpret, apply, explain, and ensure compliance with federal, state, and local policies, procedures, laws, and regulations.
• Conduct complex research projects, evaluate alternatives, make sound recommendations, and prepare effective technical staff reports, correspondence and other written materials.
• Operate modern office equipment including computer equipment and specialized software applications programs.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be

Equivalent to the completion of twelfth (12th) grade, supplemented by at least two (2) years of coursework in library science, records, or archive management or a related field, and five (5) years of experience in records management and/or archives management preferably in a governmental or library organization.

Licenses and Certifications:

• Possession of a California driver's license and a satisfactory driving record.
• Possession of a Certified Records Management (CRM), or similar certificate, issued from a recognized professional organization such as the Institute of Certified Records Managers is highly preferred.